[Agvisors] FW: Agvisors Fall 2022 Meeting: Follow Up

Wed Sep 14 13:20:31 MST 2022

Hello Agvisors,

Please see the follow-up from Kara Owens.

Best,
Serena

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Serena Valle, M.A.
Senior Academic Advisor I
CALS Career & Acad Svcs
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From: Owen, Kara - (karaowen) <karaowen at arizona.edu>
Sent: Wednesday, September 14, 2022 1:00 PM
To: Rodriguez Lorta, Nancy G - (nancyr) <nancyr at arizona.edu>
Cc: Svedberg, Sherrie J - (svedberg) <svedberg at arizona.edu>; Valle, Serena Sidra - (ssvalle) <ssvalle at arizona.edu>
Subject: Agvisors Fall 2022 Meeting: Follow Up

Hi Nancy,

Thank you again for inviting me (and Sherrie) to your “Agvisors” meeting this week—it was a pleasure to see all of you and talk about some important graduation information and updates!

I just wanted to follow up on the conversation regarding Undergraduate Certificates (UCERTs), as I know the time spent on the subject was short, and I’m wondering if you wouldn’t mind passing this along to your advisors as well.

  1.  As we mentioned in the meeting, the new process to complete the graduation application for UCERTs is for the Certificate Application (see attached for downloadable/fillable form) to be sent to me at the time that the certificate is added to the student’s program stack via the online request form (https://registrar.arizona.edu/faculty-staff-resources/forms-help-guides/program-and-plan-change-requests). The program add request should be submitted as soon as the student has expressed interest in completing the program. Once I receive the application, I will monitor the student’s account for when the program has been added, and at that point, I will save the application to our records, add the applicable EGT, and post the $15 certificate candidacy fees.
     *   For information’s sake, the old process was that the student would have the program added at the time they expressed interest, but then the application would not be submitted until the beginning of the final semester in which they were to fulfill the UCERT degree requirements. This helped so that we could avoid charging the $15 fee to accounts prematurely, as we know students sometimes change their mind (and this fee is nonrefundable). Although that will no longer be avoidable, we will be able to make sure that all students/UCERTs have been accounted for, which is very important.
     *   I will again publicly thank Katie Hughes for recommending an update to this process in order to better assist students, and I highly encourage any of you to ask questions and give input on graduation processes, as we are always working towards doing what’s best for everyone; the student, the college, Graduation Services, and The University of Arizona as a whole. I welcome feedback and will take it to management accordingly.

  1.  In terms of timing—and to reiterate—please ensure that the request to add your student’s UCERT has been submitted at the time that they express interest. It’s important to submit this early on, as students should be declared in all programs they are pursuing before the final semester ends. This is also important because UA policy disallows the addition and backdating of a degree after a student has graduated and become inactive. Per the Readmission Policy (https://catalog.arizona.edu/policy/readmission-university), students seeking a degree after being inactivated due to degree awarding should be completing the readmission process; and, the Undergraduate Certificate Policy (https://catalog.arizona.edu/policy/undergraduate-certificate-definition-procedures-and-policies) states that the correct process for students pursuing a certificate is to "add a certificate before completing their degree requirements". Therefore, please ensure that any of your students seeking a certificate (or any additional degree) are declared in the program (by completing the program request form) immediately upon notification from the student that they wish to complete it.
     *   For questions or issues regarding program adds or changes, or regarding the form itself, please contact reg-grades at arizona.edu<mailto:reg-grades at arizona.edu>.

  1.  Again, to reiterate what was said during the meeting—the reason UCERTs are different from regular UGRD degrees is because we do not have the online application for UCERTs as we do for other degrees, so if I do not have a UCERT application from a student’s advisor, I have no way of knowing the student will be completing it and when they will be completing it. That is why we put so much emphasis on this process. We are always working on improving our processes, but for now, this is the current one we have in place for our UCERTs.

Please let me know if you have any questions regarding the above information, or anything else that was addressed during yesterday’s meeting. Thank you again for all your efforts and for the ability to collaborate with you on increasing the efficiency and effectiveness of our roles in your students’ education.

Have a fantastic day!

Kara Owen
Graduation Services Advisor
Office of the Registrar
THE UNIVERSITY OF ARIZONA

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