Academic Advising and Registration

Academic Advising

I.  Operational Definition:

At Forsyth Technical Community College academic advising is a shared process between the student and the advisor which empowers students to explore and achieve educational, life and career goals. 

II. Program Outcomes and Objectives: 

Advisor outcomes and student learning outcomes should reflect what we expect advisors and students to demonstrate they know, are able to do, and value as a result of participating in the academic advising experience (Campbell, 2005). 

Expected Student Outcomes:

Students will:

• Value the role of the academic advising process in the college experience
• Demonstrate the characteristics of a prepared advisee by attending all scheduled appointments and bringing questions and materials for discussion
• With the guidance of an academic advisor, make effective decisions concerning their degree and career goals
• Develop an educational plan for successfully achieving their goals; select courses each semester to progress toward fulfilling that educational plan
• Use campus resources and services to assist them in achieving their academic, personal and career goals
• Follow through when referred to appropriate campus resources
• Be able to accurately read and effectively use a degree audit in their educational planning
• Complete educational goals in a timely manner based on the Individual Learning Plan (ILP) 

Academic Advisor Responsibilities:

• Effectively communicate the curriculum and graduation requirements for the student’s major and College academic policies and procedures
• Assist students in the pre-registration process which may include checking for course prerequisites and interpretation of CPT scores
• Encourage and guide students as they define and develop realistic goals
• Encourage and support students as they make academic progress according to their educational plans
• Provide students with information about strategies for using the available resources and services on campus
• Assist students in understanding the purposes and goals of higher education and its effects on their lives and personal goals
• Monitor and accurately document students’ progress toward meeting their goals
• Be accessible for advising students in meetings either in groups or individually during posted office hours, telephone, e-mail or Web access
• Assist students in gaining decision making skills and learning to assume responsibility for their educational plans and achievements
• Maintain confidentiality
• Assist students in working closely with their instructors and refer students to appropriate College sources as assistance is needed 

Advisee Responsibilities:

• Schedule regular appointments or make regular contacts with advisor during each semester
• Come prepared to each appointment with questions or materials for discussion
• Keep all scheduled advising appointments
• Be an active learner by participating fully in the advising experience
• Ask questions if you do not understand an issue or have a specific concern
• Enroll in the courses for which you and your advisor have determined meet your educational objectives and that you are ready to pursue
• Keep a personal record of your progress toward meeting your goals
• Organize official documents (transcripts, etc.) in an advising folder that enables you to access them when needed
• Complete all assignments or recommendations from your advisor
• Clarify personal values and goals and provide advisor with accurate information regarding your interests and abilities
• Become knowledgeable about College programs, policies, and procedures
• Accept responsibility for decisions

Adopted: August 2006

Registration

Forsyth Tech operates on the semester system. Fall and spring semesters are 16 weeks and the summer term is 10 weeks. Some courses are offered on an eight-week or other alternative schedule during fall and spring semesters and summer term. In addition, upcoming registration and prepayment dates for currently-enrolled students are posted during the latter part of each semester.

All students are instructed to meet with an academic advisor prior to registration or during the registration period. The purpose of this meeting is to ensure that course selection is appropriate for the student's educational goals and skill levels.

Currently Enrolled Students

Each semester, returning students admitted to a program may register early. To register for courses, students are required to meet with their academic advisor to determine a schedule of courses for the upcoming semester. Currently enrolled students may register for classes via Web Advisor, and all students may use an online payment option. Any questions arising during this registration period concerning transfer credit for course(s) should be directed to the transfer credit technician in the Records Office. To take advantage of this early registration, students must be sure to pay tuition and fees on the designated prepayment days.

New Students

The times and dates for registering can be found on the Web site and will also be mailed to incoming students. At registration, new students will meet with an academic advisor who will assist in the selection of courses and schedules. Participation in an orientation session is encouraged. This session provides an overview of the regulations, policies and privileges of Forsyth Tech as found in the College Catalog and the Student Academic Planner.

Special Credit Students

Special credit applicants wishing to register for classes should come to the advertised locations on the scheduled registration days to register and pay tuition/fees.

Schedule Changes

Students may adjust their schedules through WebAdvisor/Registration after their initial registration. To change their schedules after classes have begun, students may drop and add classes during the drop/add period as noted in the class schedules or class listings. Classes may not be added after the drop/add period without permission of the division dean.

Grade Reports and Transcripts

Current students’ grade reports are available via the Web and MyTechLink/Web Advisor at the end of each semester. The report includes the semester hour credits and the grade point average (GPA) earned and the cumulative GPA for the semester. Transcripts reflecting students’ completed academic record at Forsyth Tech are maintained in the Records Office. Students may come to the office and complete a Transcript Request Form, they may write a letter stating the name or names under which they attended the college, their social security number, the number of years they attended, and where the transcript should be sent or they may complete the request on the College Web site. Official transcripts are sent directly to employers, educational institutions, etc. Transcripts issued to students are generally unofficial and indicate that they were issued to the student. While an official transcript in a sealed envelope may be issued to students, the transcript will note this procedure, and any receiving party will determine its acceptance as official. Students must pay a charge of $3 for each transcript, except that currently enrolled students may access an unofficial copy for free through MyTechLink and Web Advisor.
All official documents, such as transcripts submitted from other colleges, become the property of Forsyth Tech and cannot be returned or reissued.

A student’s record may be blocked from the student’s review and closed for purposes of re-admission due to financial debt to the College or litigation involving the student and the College. Inquiries regarding blocked records should be directed to the Records Office. Transcripts will not be issued as long as the student’s record remains blocked.

Graduation Requirements

The minimum standards for graduation shall be a final cumulative grade point average (GPA) of 2.0 or better, a passing grade in all required courses in a curriculum, and the successful achievement of any specific curriculum requirements.  Candidates for degrees, diplomas and certificates must complete a minimum of 25 percent of their required course work at Forsyth Tech.  These requirements may not be met by Advanced Standing such as proficiency examination, articulation, transfer, or other alternative credit granting activities.

Students wishing to earn an additional associate's degree must complete at least 12 additional hours in courses taken at Forsyth Tech that are not being used towards the first degree.

Course requirements vary according to program. Students should refer to the course requirements for their program to determine if all requirements have been met and should routinely meet with their academic advisor to assure their progress toward graduation. Every academic year, each program publicizes a program of study for students admitted in that specific year. Students will graduate under the course requirements that are applicable at the time they enroll in a program if they remain continuously enrolled until graduation and complete all requirements within three years of initial enrollment. A student who applies for re-admission after three or more semesters is accepted under the program of study in effect at the time of readmission, not under the program of study in effect at the time of the original admission. Students who change their program are also admitted to the new program under the current year’s program of study. (408.00)

In order to have complete information recorded on their transcripts, students should review their program evaluation in Techlink/WebAdvisor and speak with their advisor before applying for their degree, diploma or certificate in the semester previous to their last registration. Intent to Graduate Forms are available in the Records Office, Room 106 (1st Floor), Allman Center, Main Campus, or at each of the centers. 

Academic Recognition for Graduation

Graduates in programs leading to a degree or diploma qualify for academic recognition at graduation. Students earning a cumulative GPA of 4.00 in their program will be granted a degree or diploma with high honors. Students earning a cumulative GPA of 3.50 to 3.99 in their program will be granted a degree or diploma with honors.

Student Withdrawals

Students considering withdrawing from a class or from school are encouraged to contact their instructor(s) and academic advisor to discuss the decision to withdraw. A Drop Form may be obtained in the Records Office, Room 106 (1st Floor), Allman Center, Main Campus. When the student initiates a withdrawal or drop, the date the student completes the Drop Form is considered the official withdrawal date. When the instructor initiates a drop, the date the instructor records on the Drop Form is the official withdrawal date. When students fail to notify the Records Office, they may receive a failing grade.

Withdrawal from a Class - Students are responsible for completing a Drop Form and notifying their instructor(s), academic advisor, Records Office or Student Success Center of the decision to withdraw.

Total Withdrawal from School - Students who must withdraw from school, either permanently or temporarily, should withdraw officially. Students are responsible for completing a Drop Form and for notifying their instructors, academic advisors, Records Office or Student Success Center of the decision to withdraw.

Veterans and financial aid recipients must notify Student Financial Services if they discontinue enrollment.

Family Educational Rights and Privacy Act of 1974/Student Right to Privacy

The Family Educational Rights and Privacy Act of 1974 (FERPA) provides many safeguards regarding confidentiality of and access to student records. Students may review their educational records.

1. Students may review their educational records by making a written request to the Coordinator of Records.
2. Student records will not be reviewed by third parties unless permission is obtained in writing from the student. Exceptions may be made for instructors and administrators if the information is for legitimate educational purposes. Exceptions may also be made for parents who can verify that they claim the student as a dependent and for credentialing, auditing or accrediting organizations. The Vice President of Student Services will make the final decision concerning access to records.
3. Transcripts will be issued only when a written request is received from the student. Transcripts from high schools or other colleges will not be released.
4. Forsyth Tech does not publish or distribute student information or any personally identifiable information to third parties outside of the College, except as required by law or as required through agreement with parties under contract to provide services to the college, such as the National Student Clearing House which handles college enrollment and degree verification services.
5. Forsyth Tech does permit sharing of student e-mail addresses within the campus community through its learning management system and the MyTechLink portal.
6. In compliance with the Solomon Amendment, the College releases the following information to any branch of the Armed Services upon their request – current student’s name, address (including campus e-mail), telephone number, age and program of study.
7. Forsyth Tech publishes the names of graduates in the graduation program and in local news media. Names of students attaining academic honors each semester are also published. Students who do not wish their names published for graduation or academic honors must notify, in writing, the Director of Records/Registrar of their desire not to have their names published.
8. Authorities with lawfully issued court orders are permitted to review or receive copies of student records.
9. Information may also be released to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals. Questions regarding FERPA can be directed to the Director of Records/Registrar at 336.734.7472.
10. Students’ works found within Forsyth Tech’s learning management system are only available as appropriate to members of that class, instructors, and other staff who have a valid business (as defined by FERPA) need to access the course. Any access beyond this must be accompanied by written consent of the student.
11. Where an outside party, such as a vendor, receives student information (e.g., for grading, or access to online supplemental materials provided by a textbook publisher), the third party recipient will be bound by contract or privacy policy to preserve confidentiality. 

This privacy policy applies to all Forsyth Tech students, including students who attend class at one of our sites or locations and including distance students.

Questions regarding FERPA can be directed to the Director of Records/Registrar at 336.734.7472.

This section covers academic policies effective at the time of this catalog’s publication.