Intended Outcomes: 

The intended outcome of the Ensuring Degree-Applicable Credit (also referred to as the Caseload Scrub) intervention is to significantly reduce the number of students enrolled in incorrect and/or unnecessary classes. All course registrations for students assigned to UAAs should be reviewed as part of this initiative. 

Timeline for Intervention:

Fall - Mid-August to the Add/Drop Deadline 

Spring - Mid December to the Add/Drop Deadline

Intervention Process (recommended): 

1. Check the record of each student you advised.

   • If non-UAA academic advisors supported orientation advisement during summer orientation, please determine a way to ensure that all students’ records are checked. This may mean scrubbing records of students you did not advise.

2. Confirm that students are registered.

   • Use the advanced search in EAB Navigate with the following filters:
     • Enrollment Terms (In All of these): enter the current term
     • Enrollment Terms (In None of these): enter the upcoming term
     • Select "My Students Only"
   • This will populate a list of your students who are not registered for the coming term. 
     • If you know why a student is not enrolled, please note the reason in EAB if you have not already (no outreach to student necessary).
     • If you do not know why a student is not enrolled, reach out to the student to see if there is anything you can do to assist with registration issues.

3. See if re-advisement or registration revisions are needed. Examples include: 

   • Review the prior collegiate work that has now posted to their records. (You may need to click “process new” on the DegreeWorks audit to review prior college work that now has posted.)
   • If you motivated a student to take or re-take the Math Placement Test but that action has not yet happened, e-mail the student.
   • If you notice that a student is not enrolled in at least 15 hours and you do not have context on why the student has not elected to enroll in the standard of 5 classes, reach out to the student to share the value of 15-hour enrollment each semester.  Ask them to reply back with additional information on the decision or to enroll in another course based on advisement.
   • Check that all courses a student is registered for are degree-applicable. Consider using the fall-through courses section of the DegreeWorks audit to assist in this search.
   • If you have students with outstanding unevaluated transfer coursework, reach out to Amanda Shores.

4. After final grades post...

   • Considering running a "Student Enrollments" report in EAB Navigate to check for failed progression courses. 

Expand allSample Email As You Start (Promotes Student Accountability)

"I’m about to start reviewing my advisees registered courses for next semester. I encourage you to review your degree audit in Degree Works. If you have questions about your courses, please feel free to reach out. As I review students’ schedules I might reach out if I see something on your schedule for next semester that seems to not be applicable to your degree.”

Sample Email If Issues are Found

Hi [student first name], 
I'm reviewing my advisees schedules for next semester and noticed that...

• You are not enrolled in [course], which is a requirement for your major that you need to complete next semester. Please see if there are sections available that work in your schedule. If not, please let me know so that I can help you navigate getting into this important course.
• You are only registered for four courses. Was this intentional? Did you know that students typically take five classes or at least fifteen credits per semester to graduate on time?
• You are not registered in any courses for next semester. Is there anything I can do to assist you in getting registered?

Documentation

If you find anything that necessitates schedule revisions, e-mail the student and paste that e-mail as a note on the student’s Navigate record. Place any re-advisement notes in DegreeWorks.

College Considerations

• Specific colleges may choose to run this initiative at different times.