[Agvisors] FW: Campus Change Process

Wed May 20 14:57:10 MST 2015

Please share these communications with advisors in your colleges.  Thank you.

_______________________________________
Roxie L. Catts
Director, Advising Resource Center and
Coordinator, Undergraduate Academic Advising
Office of the Provost/Academic Affairs
Student Union Memorial Center, Room 411
University of Arizona
(520)626-7988
http://advising.arizona.edu<http://advising.arizona.edu/>

UAAC Communication About Campus Changes to/from UA Online

We have created a new campus value in UAccess to identify our UA Online degree programs.  Current students wishing to enroll in one of our fully online degree programs will need their campus changed to Online, in addition to any program/plan changes.  Advisors do not have access to change the campus value in UAccess, so the Registrar's Office will process those campus/program/plan changes for them.  We have created a new workflow form for this purpose, located at https://www.registrar.arizona.edu/forms/FormsMenu.aspx.

There are a number of very important things to consider before we make this type of change to a student's record. Students seeking to change campuses more than one time during their undergraduate career will need special Administrative approval. Students seeking a change to the Online campus could forfeit institutional aid or other important benefits.

Therefore, it was determined that a higher level approval is necessary.  After qualifying the student for a campus change, the form must be submitted by the Director of Advising responsible for the plan the student is changing to, or his/her designee.

For example, the form for a student changing from any Main Campus degree plan TO the Communication BA offered on the Online Campus would need to be submitted by Rachael Ronald, Director of Advising for SBS, or the person she has identified to the Registrar's Office as the designee for changes TO that plan in the Online campus.  If a designee is identified, that person should be trained with specific knowledge about the Online campus offerings, cost structure, etc. in order to advise the students appropriately. Further detail about the suggested advising conversation topics for students interested in Campus Change is provided in the attached Business Process documentation.

You'll also use this form in the future when a student wants to change campuses from Online to Main.

The submission of the form will trigger action by several departments, if applicable:

Office of Scholarships and Financial Aid - will review the student's account to determine if they must be repackaged.  Students going to UA Online will lose institutional aid.

International Student Services - will advise of any visa issues

Office of the Registrar - will change the program/plan/campus, update enrollment appointments and Student Groups, and assign a Service Indicator to the student's record which shows he/she has made their one-time campus change.

We will also send the student an email containing information about many other aspects of changing campuses including recreation center privileges, housing, meal plan, and parking considerations, immunization requirements, and any changes in mandatory fees.

We are developing some UAccess automation to support this process in the future.  I'll share the details as we build things out.

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