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Faculty & Staff > Academic Advising For Faculty > Academic Advising

Academic Advising

Academic Advising Mission Statement

Academic Advisers

Request for Change of Faculty Advisor

Academic Advisor-Advisee Responsibilities

Graduation Planner

Academic Progress Audit System(APAS)

Student Athlete Advising Guidelines

Academic Advising Mission Statement

Academic advising is an integral part of the educational process at the University of Minnesota, Crookston. Students are assigned faculty advisers by the Department Head. The academic adviser maintains a file for each student and is the person who:

1. aids the student in planning an academic program consistent with his or her capabilities and interests;

2. provides information about the academic process, the developmental skills necessary for academic success, and guides the advisee to other relevant college resources;

3. refers students to other areas of student services that can assist the student with difficulties outside the academic area;

4. works with students who are experiencing academic difficulties.

Faculty advisers are available for each of the programs of study offered by UMC. In addition, advisers are available to assist the student who has not yet selected a program a study. Faculty advisers maintain regular office hours to encourage student conferences whenever questions arise or further information is needed during the academic semester.

Although faculty advisement is provided by UMC, each student is responsible for working with an adviser and for knowing and for fulfilling the curriculum requirements of a program of study.

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Academic Advisors

Full-time students (12 or more credits) are assigned to a faculty member in the department of the student's major interest for advisement purposes. Part-time students (fewer than 12 credits) may request a faculty adviser by contacting the center director or program director of the area in which they intend to concentrate their studies. Faculty advisers assist with program planning, setting and reviewing educational objectives, and other matters of an academic nature. Students should make an appointment for this purpose. Students are encouraged to visit with their adviser as often as they wish.

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Request for Change of Faculty Advisor

Students have the freedom to choose advisors. Students need to contact the Administrative Assistant for the department holding the major to change advisors. The “Change of Faculty Advisor” form is to be used when a student request a change of advisor. When students change majors or program areas, it is expected that students will change to an advisor in the new major. The forms are available in department offices and are to be submitted back to the department office upon completion. The Administrative Assistant will complete the necessary paperwork and update the computer system with the changes.

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Academic Advisor-Advisee Responsibilities

Below is a guide on advisor-advisee responsibilities and it is recommended that all advisors go over the responsibilities with his/her advisees:

  • Post and maintain regular office hours; notify advisees of hours at the beginning of the semester.
  • Inform advisees of their responsibilities.
  • Get to know advisees.
  • Maintain records of advisee’s educational progress.
  • Help advisees to develop a course of study that takes into consideration their personal, educational, and career goals.
  • Answer advisee’s questions about academic regulations and registration
  • Approve advisees’ course selections.
  • Provide information about programs in adviser’s department and about college and University degree requirements.
  • Inform advisees about academic assistance that is available through the University.
  • Discuss transfer, graduate, and professional school options with advisees.
  • Write letters of recommendation for advisees.
  • Know your advisor (phone number, location of office, office hours, how to make an appointment).
  • Read your college bulletin; be familiar with program requirements.
  • Be aware of important dates on the academic calendar; e.g. course cancellation and add deadlines.
  • Schedule appointments in advance of important deadlines such as registration. Keep your appointments!
  • Bring a tentative class schedule to pre-registration advising sessions.
  • Prepare specific questions for your adviser and ask for contact persons on questions the adviser cannot answer.
  • Maintain a file of materials that relate to your academic progress.
  • Gather information needed to make academic and career decisions.
  • Accept responsibility for informing your adviser about you and your interests and needs. Be prepared to discuss personal, educational, and career goals.
  • Seek help from your adviser when needed, and ask about other ways that you can participate effectively in the advising process.

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Graduation Planner
Graduation Planner is a planning tool for University of Minnesota students on all campuses. Students use Graduation Planner to explore majors and minors, plan for the courses they need to take to graduate, and work with their advisers to plan for their degrees. The academic adviser of record can view and comment on the plans their advisees create.

The Grad Planner is a web-based tool to give students better planning options for timely graduation. The grad planner lets students plan for four years, based on up-to-date database of majors and on the student's own record of courses already completed. It also lets them try out "what if" scenarios for future planning, such as trying different majors and seeing how long it would take to graduate, based on the courses they have already taken. The planner also provides information for advising and for administrative planning. The grad planner will build on information available in the APAS system but put it into a semester-based framework to allow students to plan semester-by-semester; it adds a time dimension to APAS.

Access advisees’ graduation planner. Tutorials are also available on the site.

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Academic Progress Audit System (APAS)

Student APAS Reports
The Academic Progress Audit System (APAS) report provides you and students with accurate reports on how students are meeting the requirements for the specified program of study. APAS reports are an individualized, computerized record that compares all completed and in-progress coursework (including transfer credits) with the requirements for a particular major. Students can access their APAS report online. You, as advisor, can access the APAS reports for the students you advise online in the “UM Management Reports.”

The Family Educational Rights and Privacy Act of 1974 as amended prohibits the release of student information/records (including information on the student’s APAS) or disclosure of its contents to any third party without the written consent of the student.

As the student’s advisors, you should help students understand:

  • Where to locate their APAS report
  • The purpose of the APAS report
  • The importance of regularly reviewing the APAS report
  • The various sections of the APAS report
  • How the APAS report is used to plan how to satisfy degree requirements.

If you believe the student’s APAS report contains errors, please contact the Registrar’s Office, 9 Hill Hall.

The following message to students is included in each report generated:

“This report has been prepared to assist you in determining your academic progress at the university of minnesota. While every effort has been made to insure its accuracy, final responsibility for meeting graduation requirements resides with you. For further information, contact your adviser.”

Sections of the APAS Report
The APAS report [sample report] is broken down into sections, each addressing a portion of the degree requirements (i.e., the number of credits to graduate, Minnesota Transfer Curriculum requirements, specific Liberal Education requirements, technology credits, major credits and minor credits). Some sections will also list courses that need to be taken in order to complete the requirements for that section. This information can help students and advisers plan future terms by giving details of what is needed to graduate. The Registrar also utilizes APAS for finalizing degree clearance and posting degrees on students’ records.

  • Summary - In the online version - each requirement is listed with a RED “X” or GREEN CHECK MARK next to it which, when clicked, will allow you to expand that section to view the details.
  • Report Heading - Information in this heading includes the date and time the APAS report was prepared along with information from the academic record: student name, student ID number. The bulletin term/year refers to the degree requirements under which your report was prepared, which defaults to the catalog that was in effect when a student first enrolls.
  • General Student Information - This section of the APAS report contains general information on enrollment and current adviser. It includes holds along with directions for clearing those holds.
  • Completion Status Line - This section of the APAS report summarizes at a glance whether the student has completed his/her degree requirements. The most common summary is AT LEAST ONE REQUIREMENT HAS NOT BEEN SATISFIED.
  • Requirement Blocks - The APAS report is separated into blocks. The blocks represent a portion of the total number of requirements. Each block begins with the name of the requirement and lists sub-requirements. To the left of the title, a symbol tells you whether the student has completed that requirement (a green check mark for completed, IP [In Progress] for completed with current coursework, and a red for not completed). Sub-requirements also have symbols indicating whether or not they are completed (+ for completed, - for not completed, and * indicating that the sub-requirement has had credits assigned). All courses that have been taken to fulfill requirements are listed after the sub-requirement with the term and year it was taken, the number of credits, and the grade received (a symbol of IP is used for any courses in progress). When a sub-requirement is not yet complete, the SELECT FROM indicates all courses that can be used to complete the sub-requirement.

Symbols Used in APAS Reports
These are the most frequently used symbols in the APAS report. Requirement symbols indicate whether or not the student requirements are complete:

* (OK) This requirement (including all sub-requirements) is complete.
* (NO) This requirement is not complete.
* (IP) This requirement is in progress - it will be complete when current coursework is completed.

Under sub-requirements, symbols indicate:
(+) complete
(-) not complete or in progress (IP).

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Student-Athlete Advising Guidelines

The UMC Intercollegiate Athletic Department would like to ask for your assistance in helping our student-athletes maintain their eligibility by using these guidelines when advising.

  • Class Enrollment
    • Year 1 & 2 (of full-time enrollment)
      • Be enrolled in a minimum of 12 hours each semester.
        • This may be a combination of General Education classes, Electives and any Major Field class (even if they have declared another major).
    • Year 3, 4 & 5 (starting at 5th full-time semester)
      • Must designate an official Degree Program option.
      • A minimum of 12 hours must be towards their Program of Study (Major/Minor & General Education).
      • Any additional hours may be from any category.
      • Changes in Major/Degree need to be documented and courses taken after the change must be class for the new major option.
  • 24-Hour Rule
    • All student-athletes are required to pass a minimum of 24 hours per academic year.
    • Must pass a minimum of 18 total for Fall & Spring (75% of the 24 needed)
    • If less than 12 hours are passed in the Fall
      • Alternative one – enroll in the requisite # of hours for Spring semester, creating a total of 24 for Spring & Fall
        • For example – passed 9 in Fall, then should take 15 in Spring
      • Alternative two – (Example: If passed 9 in Fall) - Enroll in 12 for Spring and take 3 in summer school
  • Summer school
    • May take the maximum # of hours allowed by the institution for all students.
      • But, only 6 hours may be used to towards eligibility (25% of the 24 needed)
    • All UMC classes taken count towards GPA calculation. Courses transferred in from other institutions count for credit but do not have an effect on CUM GPA.
  • Class Retakes
    • Class retakes may be included in the 12 hours, if :
      • Received a failing grade in first enrollment
      • Higher grade required for major
  • 0900 Classes
    • Must be considered by the institution to be prerequisites, may not exceed the institutional limit for such courses (12 credits), and should be taken during the students first year of college enrollment.
    • These classes can be taken after the first year, but may not be able to be used in calculating eligibility, after first year must have at least 12 credits 1000 level or higher per term.
  • GPA Requirements
    • Given the number of hours completed by the student this is what is needed for eligibility to compete:
    • 0 to 47 hours 1.8
    • 48 to 71 hours 1.9
    • 72+ 2.0

Questions in regards to advising a student-athlete should be directed to the Athletic Department Compliance Officer – currently contact Jason Tangquist, Assistant Athletic Director, at ext. 8424.

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