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Faculty Advisor FAQs

Advising related questions

A: ARTS has been replaced by the new Degree Progress Report (DPR). The DPR presents most of the same information that the ARTS form had (and sometimes more information) but in a more user-friendly format. Faculty, staff, and students should have received an e-mail from Mark Pickerel, Systems Administrator for Student Information Systems, in early May 2012 regarding the change.

The DPR is available through students' Kyou Advising Portals and is available in three different forms.
A: Ask the student for her/his "Print Advising Report," which is available through the student's Kyou Advising Portal. The Print Advising Report provides basic information about the student's major, including GPA, as well as a list of courses with grades. Additionally, entrance exam scores are given in this report.
A: Students typically should choose the degree requirements that were in effect for the academic term when they first entered KU. However, students may choose to follow the most current degree requirements, in which case they can generate a "What If" Degree Progress Report (DPR) using the most recent term for degree requirements. The College now has a time limit policy concerning degree requirements: "Students readmitted 10 years or more after the initial term of degree-seeking admission to KU must fulfill all current requirements (this includes general education, major, minor, and all other related policies) to earn a degree."
A: A finer point of the admissions requirements is that, once students are enrolled in the final course(s) required for admission to the major, they are considered to be in their application term. If, at the end of their application term, students either fail one of the final admission courses or do not have the minimum 4- or 3-course GPA of 2.2, they must petition UBP to enter the major. After they have completed the final course(s) required for admission, it is too late for them to repeat one of the admissions courses in an attempt to raise their admissions GPA; they must still petition UBP for admission. A committee comprised of Molecular Biosciences and Ecology & Evolutionary Biology faculty reviews petitions and determines whether students might need to repeat a course, etc.
A: Students who are enrolled in the final major admissions course(s) receive an Academic Notice in their Kyou Advising Portal, and they might also receive one or more of the academic holds described in the next FAQ.  Students must read their Academic Notice to learn how they can apply to declare a major in biology.  This notice is sent before students enroll for the following semester.

If students have an admissions-course GPA that is 2.2 or above going into the final admissions course(s), in their Academic Notice they are invited to sign up for and attend a Major Orientation Session.  At this session, they complete a Major Declaration Intent Form—we are no longer using the Declaration of Major Form—and learn about opportunities available to biology majors and the importance of connecting with biology faculty advisors.  After the orientation session, we remove students' academic holds so that they may enroll.  If a student's admissions-course GPA is below 2.2 going into the final admissions course(s), they are sent an Academic Notice that lets them know that we in Biology are concerned that their GPA is too low to result in their being admitted to the major.  They are told to contact one of the general biology advisors (Greg Burg, Jen Weghorst, Gerry de Boer, and Bill Dentler) to discuss their options and to complete a Major Declaration Intent form if they decide to try to declare a major.  After they meet with an advisor, we remove their holds.
Once a student is enrolled in the final admissions course(s), if the student has a failing grade in any admissions course or if the student's admission-course GPA is below 2.2 once the admissions course grade(s) is/are processed, the student must petition UBP for admission to the major; the student may not repeat one of the admissions courses to raise the admission-course GPA and then be admitted to the major without petitioning.  Before a student has completed the final admissions course, the student may retake admissions courses in order to raise the admission-course GPA.  KU's Grade Replacement Policy (scroll to 2.2.8) applies to BIOL 150, 152, and CHEM 188 for our admission-course GPA.  Essentially, the Grade Replacement Policy states that, if a student originally took a 100- or 200-level course at KU and earned a "D" or "F" and retakes the same course at KU, the new grade will replace the old grade for GPA calculation purposes.  For grades of "C -" or higher, for courses 300-level and above (e.g. BIOL 350), and for courses originally taken at another institution, if a student retakes a course, the new grade and old grade will be averaged for GPA calculation purposes.
A: There are several holds that students may see on their accounts.  Here is a brief description of academic holds:

ADV-GRAD – Candidate for Graduation hold.  Students receive this hold once they have 75 credit hours; the hold seems to be meant to have students begin thinking about graduation requirements.  Students must read the accompanying Academic Notice in the Kyou Advising Portal to click on a link to an online degree progress assessment.  The hold will be removed by a College graduation advisor after the assessment is completed, normally in 1-2 business days.

ADV-WELC – First year advising hold.  All students in the College receive this hold to assure that students receive at least two semesters of advising.  Jen Weghorst (weghorst@ku.edu) and Greg Burg (gburg@ku.edu) are able to remove this hold.  We will need confirmation that you met with the student and the student’s KUID number.

ADV-CDPT – Departmental hold.  Students enrolled in the last course(s) needed to declare their major will have this enrollment hold.  Students with this hold will receive an Academic Notice in the Kyou Advising Portal from Jen Weghorst.  In the Academic Notice, students either are invited to sign up for and attend a major orientation session so that the hold can be removed, or, if their admissions course GPA is lower than the 2.2 minimum, they are directed to meet with a biology advisor and are not invited to attend an orientation session.  The hold will be removed after they meet with a biology advisor.
ADV-CSRD – Non-declared major hold ("crossroads" hold).  Students who have not yet declared a major after their first two semesters receive this hold.  The notice will give instructions on how to lift this hold.
A: On our web page, we have a link entitled "Advising", and faculty advisors are listed according to their expertise in one or more major areas. When students are able to enter the major, they learn at a major orientation session that, once they declare, they should choose a biology faculty advisor whose academic interests overlap with their own. If you would like to change your advising designation(s), please contact Jen Weghorst (weghorst@ku.edu).
A: Online versions are available at the Curriculum tab for each degree. Print versions of degree requirement check sheets are available in 2045 HAW.
A: KU's pre-medical advisor, Paul Crosby, has created an extensive pre-medical advising web site for various pre-health professions. There are links within the various pages for required and recommended courses.
A: Contact Greg Burg (gburg@ku.edu) and Jen Weghorst (weghorst@ku.edu), and/or refer students to contact them.

Please be aware that community college courses cannot transfer as Jr/Sr hours, even if they might satisfy a particular Jr/Sr course requirement.
A: Yes. If you have questions about how to complete this form, which is also available in the UBP office, or about degree requirements for students, please contact either Greg Burg (gburg@ku.edu) or Jen Weghorst (weghorst@ku.edu).
A: Yes, faculty may substitute courses within the "General Science Requirements" and major course sections (e.g., "Cell Biology Requirements") for all majors. For students pursuing BA degrees, "General Education Requirement" courses may not be substituted except through the student's submitting a petition to the College. For BS degree students, faculty may substitute "General Education Requirement" courses.
A: BIOL 646 Mammalian Physiology may not be substituted for BIOL 408 Physiology of Organisms. BIOL 636 Biochemistry I may not be substituted for BIOL 600 Introductory Biochemistry, Lectures. However, BIOL 636 may be combined with BIOL 638 Biochemistry II to substitute for BIOL 600. For other substitution questions, please contact either Greg Burg (gburg@ku.edu) or Jen Weghorst (weghorst@ku.edu).
A: Students need both a KU (not including transfer credit) GPA and a Major Jr/Sr Hour GPA = 2.0. The Degree Progress Report (DPR), which you can view when students log in to their Kyou Advising Portal, has sections that provide both these GPAs. Courses contributing to the Major Jr/Sr Hour GPA would be courses numbered 300 or above not included in the "General Education Requirements" and "General Science Requirements" sections of that particular major (see our degree requirement check sheets or the DPR). The courses included in this GPA calculation vary across our majors.
A: Our students may choose to take up to one course each semester Credit/No Credit as long as it is not classified as a major course. Courses that are designated as major courses vary with the particular major. If you refer to one of our biology degree requirement checksheets, or to the Degree Progress Report (DPR)/Degree Requirement Checklist, you'll see the broad classifications of "General Education Requirements" and "General Science Requirements." These two areas do not contain courses that are classified as major courses.
A: Students with two majors must complete = 15 credit hours in each major (i.e., not in "General Education Requirements" or "General Science Requirements") that are unique (i.e., not satisfying a major requirement) to that major. Please keep in mind that students are not double majoring if they complete more than one subplan of the BS Biology major (e.g., Neurobiology + Organismal Biology) or more than one concentration of the BA Human Biology major (e.g., Anthropology + Psychology). Typically, students choose to double major in the same degree tracks: BA + BA or BS + BS. However, some students are able to complete the required courses for both a BA and BS major in a timely fashion, particularly if they are entering KU with many hours of AP/IB or transfer credit.




Teaching related questions

A:  Blackboard has some major changes that began with the Fall 2013 semester, most notably the automatic Blackboard course creation for every course for which you're listed as an instructor.  These automatically-created sites, however, do not contain content from your previous semesters' course sites, nor will they be made available automatically to your students.
A: Student Information Systems - Faculty Center
A: You can change a student's grade online through your Enroll & Pay Grade Roster up to a year after the course.  (Faculty Center - "On-line Grade Changes for Faculty"). After one year has passed, a paper Change of Grade Form is needed (please contact either Greg Burg (gburg@ku.edu) or Jen Weghorst (weghorst@ku.edu).
A: You may select "I" in your course Grade Roster through Enroll & Pay. Grade Roster Incomplete (pdf)  No additional paperwork is necessary to assign an "I". Please see the policy below and note that after one year, "I"s lapse to "F"s or to the grade you specify as the default when originally assigning an "I," and changing the lapsed grade requires a petition process that involves both the student and you.

Policy on incompletes from the College of Liberal Arts & Sciences policies.
The letter I indicates incomplete work, such as may be completed without re-enrollment in the course. The letter I should not be used when a definite grade can be assigned for the work done. It is not given for the work of a student in any course except to indicate that some part of the work has, for reasons beyond the student's control, not been done, while the rest has been satisfactorily completed. At the time an I is reported on the electronic roster, the character and amount of work needed, as well as the date required for completion and lapse grade if further work is not completed by this date, should be indicated.
A student who has an I posted for a course must make up the work by the date determined by the instructor, in consultation with the student, which may not exceed 1 calendar year, or the last day of the term of graduation, whichever comes first. An I not removed according to this rule automatically converts to a grade of F or U, or the lapse grade assigned by the course instructor, and appears on the student's record.
Extensions to the time limit may be granted by the dean's representative upon submission of a petition from the student containing the endorsement of the course instructor who assigned the I grade, or the department chairperson if the instructor is unavailable. After the I grade is converted to a grade of F or U, the grade may only be changed in accordance with USRR Article II, Section 3.
A: Students are not to re-enroll in a course in which they are receiving an "I." Arrangements need to be made with the current instructor and the future instructor regarding Blackboard, being on the second semester's roster, etc.
A: Greg Burg (gburg@ku.edu), Jen Weghorst (weghorst@ku.edu), and Kandi White (kmwhite@ku.edu) can generate permission numbers for classes.
A: For biology teaching technological support, contact Patty Krueger (pattyk@ku.edu) in the BTRC (Biology Teaching Resource Center).

For information on using technology in the classroom (e.g., "clickers," Blackboard, etc.), see Instructional Development and Support (IDS).

For strategies and support for teaching, see the Center for Teaching Excellence.

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