Advisors' Council

Academic Advising Mission Statement

Advising exists to support student success at the University of Tennessee at Chattanooga. Through a collaborative relationship, advisors support a diverse population of students in the holistic development of an educational plan that supports their academic, professional and personal goals.

Bylaws

Article I. Name

The name of this organization shall be the UTC Advisors’ Council.

Article II. Purpose

The UTC Advisors’ Council provides support to the academic advising community at the University of Tennessee at Chattanooga and is committed to serving the students at UTC. The organization accomplishes its mission by achieving the following goals:

  • Providing quality professional development for advising
  • Improving campus communication about issues related to advising
  • Providing a forum for discussion of academic issues related to advising, including curriculum, policy, and procedure changes
  • Training faculty and new advisors for orientation as well as regular advising.
  • Training faculty and new advisors for orientation as well as regular advising.

Article III. Membership

A. Members:

  1. The members of this organization shall be all professional advisors, faculty representatives from each college, and representatives from other areas with a vested interest in academic advising as appropriate.

B. Privileges and Responsibilities of Membership:

  1. Voting: Each member shall be entitled to one vote and must be present to vote.
  2. Privileges: Each member shall be entitled to all services of the organization.
  3. Participation: Each member shall be entitled to participate in all organizational events.
  4. Responsibilities: Each member shall attend meetings and offer suggestions to improve advising at UTC.

Article IV. Membership Meetings

A. The meetings of the membership will be held on the third Wednesday of each month. The Leadership Team Chair may call additional meetings or reschedule the monthly meetings as necessary.

B. Quorum: At all meetings of the organization, a quorum shall consist of a simple majority of the membership.

Article V. Leadership Team

A. The UTC Advisors’ Council shall be governed by a Leadership Team comprised of the following elected and appointed officers with the following officers selected from current membership. Elected positions: Chair, Chair-Elect, Training and Development Coordinator, Assessment Coordinator and Marketing and Communication Coordinator. Appointed position: Enrollment Management & Student Affairs (EMSA) Liaison.

B. Qualifications:

  1. The Chair must be a member of the organization for at least two years before being elected as chair.
  2. The other officers must be current members of the organization.

C. Duties of Officers:

1. The Chair shall preside at all meetings and be responsible for scheduling the meeting room, providing agendas for regularly scheduled meetings and training opportunities, contact other departments to coordinate professional development opportunities at regularly scheduled meetings, oversee the budget/spending, coordinate subcommittees, and help with public relations efforts of the Advisors’ Council. The Chair shall meet with the Assistant Vice Chancellor (or another designated representative from the Executive Leadership Team) monthly.

2. The Chair -Elect shall serve one term in preparation to assume the role of Chair the following year. The Chair-Elect shall fill the role of the Chair should that become vacant and subsequently fills the role of the Chair for the next regular term. The Chair-Elect shall assist the Chair in the execution of their duties and serves as a member of the Leadership Team and any other Committee that will prepare the Chair-Elect to assume the position of Chair. In preparation for the position of Chair, the Chair-Elect shall take minutes of Advisors’ Council and Leadership meetings, regularly communicate with Advisors’ Council members, post minutes on the Advisors’ Council website, take attendance, create newsletters to send to members of Council, maintain contact list for members of Council, contact new advisors on campus and invite them to join the Advisors’ Council, ensure the Advisement website is updated, and assist with other projects as needed.

3. The Training and Development Coordinator shall lead the Training and Development Committee to further develop an advisor training curriculum for professional and faculty advisors, maintain training records, coordinate training offered to professional and faculty advisors primarily outside of the monthly council meetings, and assist with other projects as needed.

4. The Assessment Coordinator shall lead the Assessment Committee to update the Advising Plan (values, mission, goals, student outcomes, and advisor outcomes) and collaborate with the Enrollment Services Liaison on the coordination of assessment measurement efforts for the Advising Plan.

5. The Marketing and Communication Coordinator shall lead the Marketing and Communication committee in conceptualizing, organizing, and putting on the Advising Promotion each term.

6. EMSA Liaison shall report to/from the Assistant Vice Chancellor for Student Success and coordinate the Council Leadership nomination and voting process. The EMSA liaison is an Ex-Officio member if the Leadership Team. This person will collaborate with the Assessment Coordinator on the measurement of the Advising Plan. This person will manage the collection of data, create reports on the findings, and present results to campus stakeholders. This person will collaborate with UTC NSSE/FSSE Administrators to generate a more comprehensive assessment report, and assist with other projects as needed.

D. Nomination Process

1. The Chair Elect will become Chair the following academic year.

2. The nomination period will be announced at least four weeks before the election date.

3. Nominations for Chair-Elect, Marketing & Communications Committee Coordinator, Training & Development Committee Coordinator and Assessment Committee Coordinator may be submitted by any council member, including self-nominations.

4. All nominations must be submitted in writing to the Council Leadership.

5. The list of nominees will be shared with all council members no later than one week before the election and will include a brief statement of intent and qualifications.

E. Election Process

1. Elections will take place annually at the May scheduled meeting.

2. Voting will be conducted through an anonymous ballot system, either electronically or in person, as determined by the Council Leadership.

3. A simple majority vote of present members is required to elect each leadership position.

4. In the event of a tie, a runoff election will be held immediately following the initial vote.

5. Election Results will be documented and made available in the May meeting minutes.

F. Vacancies and Removal:

1. Resignations: A Leadership Team member may resign from their position at anytime, for any reason, by filing a written resignation with the Chair of the Leadership Team. Upon receipt of a written resignation, the Chair may initiate the process of filling the vacancy. If a vacancy in a Committee Chairperson occurs, the Leadership Team Chair shall appoint a new chair with the input from the outgoing Committee Chairperson. A vacancy in the office of the Chair shall be filled by the Secretary unless he or she is unable to serve, at which time the vacancy shall be filled byelection of the members by a majority of votes cast.

2. Removal: Any member of the Leadership team may be removed or suspended from office by a vote of two-thirds of the members of the Advisor’s Council at a regular or special meeting. The person under consideration for removal shall be: a. provided a written statement of the reason or reasons for removal or suspension and; b. given the opportunity to be speak before the Leadership Team regarding the reasons for removal or suspension.

3. Unresolved: Should the matter not be resolved to the satisfaction of the Leadership Team, the person under consideration will be: a. notified at least thirty (30) days prior to bringing the matter before the full membership of the Advisors’ Council at a regular or special meeting and; b. given the opportunity to be heard by the full Advisor’s Council membership at the regular or special meeting.

4. The person under consideration shall not be counted in determining the presence of a quorum where the required two-thirds vote must be obtained for removal or suspension.

Article VI. Committees

A. The Chair, subject to the approval of the organization, shall appoint such standing, special, or ad hoc committees as may be required by the bylaws and as the Chair finds necessary. Committee Coordinators shall be appointed by and responsible to the Chair and Leadership Team, meeting with the Leadership Team as necessary.

B. Participation on a committee, if standing, is encouraged to be a one-year commitment starting in June of each year. Committees will meet approximately once a month, or as needed.

Article VII. Parliamentary Authority

The rules contained in Robert's Rules of Order, Revised, shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with the bylaws or the special rules of order of the Advisors’ Council.

Article VIII. University Policies

This organization shall abide by all applicable policies instituted by the University of Tennessee at Chattanooga

Article IX. Amendments

These bylaws may be amended by a vote of two-thirds of the members of the Advisors’ Council at any regular meeting or at a special meeting called for that purpose. The membership shall be notified of adopted bylaw amendments by the most feasible means.

 

Academic Advising Goals

UTC seeks to facilitate student success through an effective advising system focused on:   

Goal 1:  Providing accurate, accessible, and timely information about institutional policies, procedures, resources, and programs.

As a result of academic students will:

  • Register for degree-applicable classes
Identify an awareness of important academic deadlines
Utilize campus resources as needed
Consistently check official means of communication and respond appropriately
 
Goal 2:  Fostering a campus culture that supports academic advising as a shared responsibility essential to the educational experience.
 
As a result of academic advising students will:  
 
Respond in a timely manner to campaign scheduling requests within the campaign time period
Schedule and attend the minimum number of advising meetings per semester as determined by the advisement office
Schedule supplemental advising appointments outside of registration season
Utilize Peer Academic Coaches for registration assistance and academic skills
Attend trainings and information sessions relevant to student interests and goals
Engage with departmental mentors and faculty
Check-in with various student support organizations
 

Goal 3:  Providing an open environment that fosters self-exploration, self-awareness, and personal responsibility. 

As a result of academic advising students will:  

Engage in self-exploration activities
Declare and confirm a program of study that support their strengths, interests, and goals
Proactively schedule advising appointments
Register for classes each semester that support degree progression
 

Goal 4:  Encouraging students to make meaningful decisions based upon gathered information, evaluation of alternatives, and their personal values and goals.

As a result of academic advising students will:

Utilize appropriate academic planning resources
Declare and confirm a program of study that support their strengths, interests, and goals
Engage with departmental mentors and faculty
Proactively schedule advising appointments
Engage in self-exploration activities
Engage with professional development opportunities
 
Goal 5:  Assisting in the development of educational plans that are consistent with students’ aspirations, interests, strengths, and values.
 
As a result of academic advising students will:
 
Register for degree-applicable courses
Utilize appropriate academic planning resources
Declare and confirm a program of study that support their strengths, interests, and goals
Engage with departmental mentors and faculty
Check-in with various student support organizations
 
Goal 6:  Encouraging holistic engagement with the college experience (academically, socially, culturally, and professionally) in preparation for a life of learning in a diverse and global society.
 
As a result of academic advising students will:
 
Attend university-sponsored events
Utilize academic support resources
Engage with professional development opportunities
Become actively involved and connected with the UTC campus community
 

 

Advisor Expectations

In an effort to meet the academic advising goals of the University, advisors will be expected to:

  1. Provide accurate, program-based knowledge.
    1. Utilize the University web site, course catalog, class schedule, Clear Paths for Advising, and other University resources to provide accurate information.
    2. Clearly explain general education, major, degree, and graduation requirements for the program or unit under which they advise.
    3. Be knowledgeable in current prerequisites, course sequencing, and course offerings for their area.
    4. Be trained in academic advising functions in Banner, MyMocsDegree, Argos, and other university programs, as well as issues related to student development.
    5. Assist in creating an academic plan that incorporates the student’s major, minor, summer attendance, and desired graduation deadline.
  2. Be knowledgeable in academic policies, procedures, processes, and deadlines at the University and department or unit levels.
    1. Assist in transfer issues and the petitioning process.
    2. Understand and follow FERPA guidelines.
  3. Conduct themselves in a professional and courteous manner while treating students with respect.
    1. Be available during reasonable hours each semester for academic advisement, general questions, and performance concerns.
    2. Provide means for communicating, scheduling appointments, and keeping accurate, up-to-date records.
  4. Refer students to other services, departments, or individuals as the situation requires.
Student Learning Outcomes with Measurable Performance Criteria

SLO-A – Students will utilize resources to identify degree requirements.

As a direct or indirect result of advising, the student will be able to:

  1. Declare a major and/or minor
  2. Recognize General Education requirements applicable to major
  3. Know the academic expectations of said major/minor
  4. Use the Academic Catalog, MyMocsDegree and/or ClearPath Showcases

SLO-B – Students will develop an educational plan to follow.

As a direct or indirect result of advising, the student will be able to:

  1. Use degree requirements to create academic plan
  2. Identify relevant educational experience (co-op, internship, volunteer, study abroad, etc.)
  3. Link appropriate courses with career path
  4. Plan potential career or graduate school opportunities
  5. Successfully complete all degree requirements

SLO-C – Students will identify campus support resources.

As a direct or indirect result of advising, the student will be able to:

  1. Find resources on the UTC website
  2. Seek help when appropriate
  3. Identify experience-based opportunities (co-op, internship, volunteer, study abroad)
  4. Participate in campus-based organizations

SLO-D – Students will follow university policies/procedures.

As a direct or indirect result of advising, the student will be able to:

  1. Contribute to the academic advising process
  2. Recognize the  obligations of the academic calendar and catalog
  3. Use the Academic Catalog, MyMocsDegree and/or ClearPath Showcases
  4. Recognize potential consequences of academic changes to majors, degree plans and semester schedules
  5. Complete the graduation application process
Expanded Performance Criteria by Student Classification

By the end of the freshman year, a student should be able to:

  1. Recognize and identify available majors in the area of interest, be able to list the major and appropriate General Education requirements, and said majors' pre-requisites and co-requisites.
  2. Locate their academic advisor's contact information and effectively and professionally communicate with them.
  3. Identify the importance of managing their time effectively and keeping commitments, including scheduled appointments with their academic advisor.
  4. Recognize the contractual obligations of the academic calendar and catalog including, but not limited to: critical deadlines; FERPA; course repeat policy; and transfer credit processing.
  5. Become familiar with the resources available on the UTC website and the essential functions of MyMocsNet.  Available web resources include, but are not limited to: the course catalog and schedule, Clear Path Showcases, departmental webpages, and various student support services.  MyMocsNet’s essential functions include, but are not limited to: MyMocsDegree, course schedule and registration information, grades and other student records, financial resources, and UTC MocsMail. 

By the end of the sophomore year, a student should be able to:

  1. Understand the importance of General Education and how these requirements relate to their selected major.
  2. Declare a major and/or minor and understand the expectations of said major/minor, including translation of the pre- and co-requisites and the process of course sequencing.
  3. Demonstrate professionalism by utilizing effective written and oral communication when addressing their academic advisor and other university personnel, showing academic initiative, and keeping commitments and appointments.
  4. Familiarize themselves with the university petitions processes.
  5. Understand the various functions of MyMocsDegree and be able to independently use them in academic planning.
  6. Begin to explore potential career possibilities within their chosen major field and identify co-op, internships, and/or study abroad opportunities.

By the end of the junior year, a student should be able to:

  1. Apply problem-solving methods and exercise judgment for course sequencing to successfully meet degree requirements.
  2. Exhibit leadership qualities in academic and collegiate planning.
  3. Understand the potential consequences of academic changes on graduation.
  4. Link appropriate courses with career path.
  5. Navigate the graduation application process.

By the end of the senior year, a student should be able to:

  1. Successfully complete all degree requirements or compose alternative options.
  2. Identify, evaluate, decide, and plan potential career or graduate school opportunities.
  3. Maintain a professional relationship with their academic advisor.
  4. Transfer the professional communication methods learned to their post-graduate relationships.
  5. Complete the graduation application process.
  6. Complete remaining graduation requirements as applicable.  These may include, but are not limited to: specific major requirements, senior exit exam, financial aid Loan Exit Counseling, and Commencement activities.
Recommended Academic Advising Policies

The University will appoint a committee comprised of faculty and professional advisors and/or representatives from each college, department, program, or unit with advising responsibilities to provide oversight for the University’s advising program and processes across campus.

Each college, department, program, or unit with advising responsibilities is tasked with ensuring:

  1. Students are provided with consistent, available advisement support throughout the calendar year.  Each unit will designate faculty, staff, or other individuals as advisors.
  2. An academic advisor for each of the student’s programs (major, minor, Athletics, Advisement, Honors, etc.) is assigned or updated for all currently enrolled students by the census day of each semester.
  3. All enrolled students will have an assigned advisor.
  4. First-time college freshmen are advised by the Center for Academic Support and Advisement with exceptions for specific majors which are advised by their respective departments.
  5. After the first year at UTC, students are advised by advisors in each of their selected programs. Pre-major (undecided) students will be advised by advisors in the Center for Academic Support and Advisement office until a major is declared.
  6. Special populations, such as athletes or veterans, are also required to meet with their athletic or veteran representative before registering for classes, making schedule changes, or changing their major.
  7. Students seeking to change majors shall be advised by the department of the intended major.  Once the major change is approved, an advisor shall be assigned from the department of the intended major.
  8. Students are provided with current information regarding internal advisement policies, procedures, and contact information.
  9. Students are appropriately advised prior to removal of their advisement hold.
  10. Assessments are administered to determine the effectiveness of programs.
  11. Ongoing training and professional development is available for faculty and professional advisors. Training may include informational, conceptual, and relational components.

 

Advisement

Advisement