Meeting Notes – Oct. 13, 2016, 2:00pm to 3:00pm SA 4350
Student Advising Subcommittee of Semester Conversion
PRESENT
ABSENT
Jennifer Aure, Elizabeth Bergman,Larry Bliss, Angela Byrns, Wendy Chen, Shannon
Coskran, Tyler Evans, Jaiman Khaira, Mike Hendrick, Michele Hingst, Lindsay McCrea,
Karen Mucci, Karen Parada, Diane Peterson, Maureen Scharberg, Carl Stempel, Erica
Wildy, Denise Wong, Lan Wu, Michelle Xiong
Joanna Cady Aquilar, Garrett Moriguchi, Zanean McClain, Valerie Taniguchi, Lan Wu
GUESTS
AGENDA
MINUTES
Approved
Motion to approve minutes from 9/29 by Maureen S. and seconded by a committee member.
Minutes approved.
AGENDA ITEM
1. Welcome & Introductions – Maureen and Subcommittee members

Maureen opened the meeting by introducing herself and welcoming a new
subcommittee member to the group: Tyler Evans from Biological Sciences. After
introductions of Tyler, Maureen informed the members that Wendy Chen will be
doing a demo of the Bakersfield “bolt on” and IAP.
.
2. Brief Update of Advising Pathways – Maureen Scharberg

Maureen let the committee members know that the Advising Pathways is now in
Ruthy Stephans’ hands and that there could be some complications with the website
conversion. We are planning for a simple roll out.

Starting with the November 12 WST date, 2,000 students will get WST for free. If an
undergraduate does not show, they will get a hold. However, once they enroll in
English 3000-30001 or sign up to take the WST, the hold will come off, once they
show proof to AACE. If they’ve already enrolled and paid the fee, they will get
reimbursed.

Hold is always 2 quarters out.

Bay Advisor – Campus version is almost ready. Big upgrade tomorrow to kick in on
Monday. Another upgrade on the 21st . David, Manuel, and Roger are pleased with
the progress.

Advising notes are still being worked on but much better at the end of October.
3. Demonstration of Individualized Advisement Plan – Wendy Chen
 Wendy showed a demo of the the Backersfield “bolt on” and IAP that is still in testing
mode. She briefly went over the Advisor Center section where the student will
access IAP.
 There is a link on the IAP that allows you to click on the link to go to the Advisor
Planner, strictly for the advisor. The add-ons buttons, if clicked, you’ll start fresh. It
will not check for duplicates.
 This is very straightforward – if units won’t populate, it’s because course doesn’t
exist or the wrong information was typed in.
 The planner pictures out from catalogue. Once they enroll the units will pick up from
the catalog. It defaults to given unit, as listed in the catalog, but an advisor can still
change it.













Wendy also demonstrated how to add more rows for more classes and reminded the
committee the reason for the bolt-on was because it allows you to “type in” courses.
Wants Advisors to think of the Advisor Planner as a short cut that is only available to
Advisors, not students. This is because we’re assuming that students will come in
and let the Advisors help them develop it. This is different than CSULA…they
wanted the students to do it on their own.
ERP is currently trying to make feature that allows students to search by course
attributes.
A few of the members voiced concern over the fact that the catalogue was not up to
date. Said it is still showing classes that have not been offered for years and there
were also courses that were being offered, but did not show up in catalogue. Asked if
there was an effort to get the catalogue up to date.
Pre-req column: This is a feature that is currently being cleaned up and will be taken
out so as not to cause confusion, since we do not enforce prerequisites.
One member asked if there was a character limit in the note field. Wendy responded
by demonstrating how the note field section will expand to show the full note when
converted to PDF.
Question was asked if you would be able to see units populated. The response was
that you would be able to view this.
Question was asked if bolt-on would automatically allocate course to GE? Maureen
responded, that was the responsibility of ACE or EOP Advisor to ensure that GE
requirements are populated.
Wendy went over PDF from last meeting and answered questions regarding the PDF
document. Discussed new buttons that are on the PDF.
Question was asked when GE or major will be returned. And Larry B. responded that
we don’t want to deny students from taking a stab at this themselves. He said David
Reed is looking at inactive students who’ve passed the WST. However, there are
many students who’ve already graduated, completed the WST, but not their GE’s.
So because of that, the two new buttons that were added will really help.
Wendy went over the course attribute section of the Course Catalogue and said that
the course attributes will be more helpful for students and advisors
Quarter courses vs. semester courses - hope to have no more quarter GE courses
before summer 2018.
Maureen said hope to do Golden Four first. Asked if we could leave courses blank
and Wendy will check to see if we can
Larry felt it made sense to be able to do this so you don’t have to have a specific
course number. He asked if it were possible to have a generic bucket number.
Wendy will inquire to see if that is possible. She hopes to have this rolled out by
second week in November.
4. Begin Review of Student Handbook - Maureen and Subcommittee members
 Maureen went over Joanna’s Semester Conversion Handbook draft and would
appreciate comments on it by Friday, October 21. She would like to get this out in
mid fall quarter.
 Working on adding page numbers to Table of Contents.
 Madeline is working on chart of curriculum page and course numbering – showing
courses are moving from 4 digits to 3 digits.
 Chart that Joanna put together – Course Equivalency chart. Suggestion was made
to add Maureen’s letter or the semester pledge to the back of the student handbook.
 Added CSUEB’s new logo.
 Committee members made other suggestions and edits, such as adding information
to the “advantages for students as a result of semester conversion”, adding emails
for the different Student Advising centers.
 Regarding the adding emails suggestion, Larry B wanted to write to each of the
Advisors to see if they wanted to add an email for their Student Advising center.
 Suggestions and edits were made to the “Checklist for Student Action” section, ie.,
create two separate check list.
 Denise Wong gave Maureen her correct address and phone number and Larry
asked if she could email it also.
 Another suggestion was made to create a shorter checklist. Larry responded by
saying that the checklist that was used was drawn from Bakersfield’s checklist, but
Meeting Notes
10/13/16
Page 2







Meeting adjourned
Meeting Notes
that we can also create our own.
Conversion Table – Quarter/Semester; 4 quarter units instead of 3 (short a unit)
Mike relayed Angela Schneider’s comment that if a student is ½ unit or a unit short
we can go ahead and waive. However, Mike felt this decision may have to go
through for senate approval first, but he doesn’t think it will be a problem.
All of this information will be on the Semester Conversion website and hard copies
will also be available.
Would like to get feedback by Friday, October 21—please send to Joanna.
Maureen asked the committee if they would like David Reed to come speak to them
about the Bay Advisor. They all were in agreement with having David speak.
CSU Dashboard is also updated now.
Mike still looking for a faculty member from CEAS for the advising subcommittee.
Meeting adjourned at 3:00pm.
10/13/16
Page 3