Student Services Questions and Answers
University Name
01 What is the acceptable language to use for identifying the University?
New policies
02 When will all new policies be implemented?
Change versus Stress
03 How can we project a positive image to the students when there is stress and conflict present among the staff?
Information Dissemination
04 How will new information be disseminated such as e-bills, admission policies, home location, etc. to students?
ADMISSIONS
New policies
05 When will all new policies be implemented?
Admission Standards
06 Will there be separate admission standards for each separate Alabama campus?
07 How do we readmit a student that has been previously admitted under different requirements?
08 Will there be uniform unconditional and conditional requirements?
09 Will official transcripts be required from the previous separately accredited Troy campuses?
10 Do we admit students graduating from Home School programs?
11 What is the difference between Early Admission and Dual Enrollment?
12 What are the new application fees?
13 Will students be charged an additional amount if they made application under a prior fee structure?
14 What is an "unclassified" student?
15 Will all campuses be required to use unclassified?
16 What is the difference between unclassified and temporary admission status?
17 What is the difference between transfer and transient students?
18 What constitutes a "no show" student?
19 May a student apply at one location but register only at another location without changing their home location?
Transient Students From Other Institutions
20 How do we process transient students from other institutions?
Imaging Process
21 What will be imaged and when does it officially begin?
22 What admission documents must be imaged?
ACADEMICS
New policies
23 When will all new policies be implemented?
Accreditation
24 Who will be the SACS and ACHE liaison?
Old Academic Programs vs. New Academic Programs
25 Which programs will be "taught out"?
26 Is the University losing or gaining majors and minors?
27 How will old programs be prohibited from continued use?
28 Will students who have an undecided major be eligible to declare a major prior to fall 2005?
29 Who is the contact person to approve the teaching of a course?
General Studies
30 Is there a distinction between teaching and non-teaching general studies requirements?
Degree Check Sheet
31 Will it be required that all programs have degree check sheets?
Academic Advising Holds
32 Who is responsible for placing and removing academic advising holds?
RECORDS
New Policies
33 When will all new policies be implemented?
Student Records
34 What will happen to student records on file at one campus when they want to change their home location?
Transfer Credit
35 How do we handle transfer credit that has been accepted differently from another campus?
Grades and Retention
66 How will students receive notification of their grades?
36 Will parents still have access to their student's grades?
37 What is the best practice for inactive student that must complete an IP grade but do not have access to the electronic and University libraries?
38 How will the Chancellor and Provost Honor's List be published?
39 How will the retention process work?
Course Repeat Policy
40 What is the new course repeat policy?
41 What happens if a student repeats a course that has had a number change under the common numbering system?
Transcripts
42 Will everyone have access to transcript information from formerly separately accredited institutions to be able to issue complete transcripts?
43 Will transcripts be issued to temporary or unclassified students?
Home Location
44 May a student change their home location while in temporary or conditional admission status or as an unclassified student?
45 Will there still be an internal transient system?
46 How late in a student's program may a student change their home location as it relates to comprehensive exams and graduation clearance?
Placement Exams
47 How will placement exams be coded in Datatel?
Registrar Reporting Lines
48 Will all registrars report to the Provost for fall 2005?
REGISTRATION
New Policies
49 When will all new policies be implemented?
Course Schedules
50 How can we identify classes offered by individual campuses or locations?
Registration Fee
51 Will the student pay one $50 registration fee if they are registered at more than one location?
Registration Cancellation
52 Will canceling registration of courses for lack of tuition payment occur at each location?
In-State Tuition
53 Who pays in-state tuition?
54 Will students be allowed to migrate between the School of Nursing and the Montgomery campus even though the student must be accepted separately into the nursing program?
Refunds
55 How will refunds be distributed?
Holds
56 Will there be a hold placed on unclassified, temporary and conditional students?
57 Will Records holds be removed at the point of graduation?
58 At what point is an inactive student hold placed on their record?
FINANCIAL AID
Veteran Benefits
59 What is the VA facility code for a veteran student who applies, registers and attends as a Distance Learning student and is not affiliated with any geographic location? Who would be the certifying official?
60 Will a VA student still need a transient form if they take a course at a location different from their home location?
61 May a VA student register on the web? How will they know to receive a transient form?
Call Center
62 When is it appropriate for a student to contact the Financial Aid office directly rather than the call center?
STUDENT SUPPORT SERVICES
63 What does consolidation mean for Student Support Services and the TRIO programs?
64 May students join a sorority or fraternity at a campus other then their home location?
ATHLETICS
65 Can athletes from other campuses participate in Troy campus sports teams?
01 "TROY" or "Troy University" will refer to the whole University. Campuses, sites or University College Regions will be known by their geographic name. (i.e. Dothan Campus, Ft. Benning Campus, Florida Region.) Not acceptable will be "OGU" or "Troy System".
02 All new policies become effective beginning or fall 2005.
03 It is important to remember that Troy University has a mission to educate students with a goal of mentoring them toward responsible and successful lives. This must be our primary concern when relating to students.Students are not concerned with administrative or faculty employment and personal problems and we are not advised to involve students at this level. The University is currently undergoing immense change. The very nature of this transition will produce confusion, stress and frustration at times among the staff. One person has suggested that counting to ten may not be adequate; you may need to count to two hundred!
04 The easy answer is that everyone is responsible for disseminating new information. However, each campus or site is responsible to notify students of changes taking place. Many campuses are sending letters this spring or summer with specific changes. Academic departments are also working to notify students of program changes. Most changes will also be posted on the University and campus websites.All staff members are expected to help inform students of the changes being effected. Communication in all directions is essential to the success of the University's transition. Supervisors may not be aware that they have not communicated important information. When in doubt, ask the question of a supervisor and don't be afraid to suggest an orientation to a given subject matter.
05 All new policies become effective beginning fall 2005.
06 Yes, for the academic year 2005-2006. Beginning fall 2006, there may be common admission standards depending on the outcome of the federal court consent decree. Montgomery Campus will continue to have an open admission policy until that time.
07 Generally, students will come under whatever new standards are in place at the location the student is being readmitted. Admission discretion will be required to make judgments on a case-by-case basis.
08 Admission standards will remain separate for the 2005-2006 academic year. However, students will have one common "clearing" to unconditional or conditional standard as defined by the general Admission documentation presented in the catalogs.
09 Official transcripts will not be required from previous separately accredited Troy campuses for admissions processing.
10 Yes, home-schooled students may be admitted to Troy University. They must provide a certified transcript showing the completion of eight semesters and a graduation completion date. A self-certified transcript is acceptable.) Normal Carnegie units would be expected on the transcript. No GED is required.
11 Early admission students are in at least their second year of high school with a 3.0 high school GPA and a 20 ACT/950 SAT. Applicants must submit a letter authorizing their enrollment at Troy University. Only the University grants academic credit.
Dual enrollment students concurrently receive credit from both the high school and the University for equivalent coursework. Students must be in at least their second year of high school with a 3.0 high school GPA and a 20 ACT/950 SAT. Applicants must submit a letter authorizing their enrollment at Troy University.
12 The new application fees are $30 for undergraduate, $50 for graduate and Education Specialist. One fee will be charged per academic level regardless of how many applications have been made at that level.
13 No, if a student has already made application and paid a fee, there will be no further charge at that academic level.
14 Two admission classifications exist: unconditional and conditional. Either of these categories may be cleared or temporary depending on the student's proof of admissibility. An undergraduate student who does not show proof of admissibility at the point of application will be granted an unclassified standing. An unclassified student may not be granted temporary status in the future. Students who are admitted on unclassified status, and who do not produce documents to clear their status will have "hold" placed on their transcript. No grades will be released until the unclassified status is cleared. There is no unclassified status for graduate students.
15 The use, definition and process for undergraduate unclassified students are designed for all campuses. An undergraduate student who does not show proof of admissibility at the point of application must be granted an unclassified standing. There is not unclassified standing for graduate students.
16 Temporary students must present proof of admissibility at the point of application. Undergraduate students will be granted temporary conditional (TC) status or temporary unconditional (TU) status. Graduate students will be granted temporary (TM) status. An undergraduate student who does not show proof of admissibility at the point of application will be granted an unclassified status.
17 Undergraduate transfer students have attempted 24 hours of non-developmental credit at another institution. Students entering Troy University with less than 24 hours of non-developmental credit will be granted freshman status. The 24-hour classification applies to undergraduate students only.
Troy University students may receive permission from their academic advisers, under special circumstances, to temporarily attend another institution as a transient student for a stated period of time. A transient student is considered in good standing at Troy University and will not be required to be readmitted if the comply with the stated period of allowed absence.
18 Students that make application at one campus location and then decide to attend another location without registering through the first campus will be considered a "no show". The Datatel code of NS will be placed in the APPN and STAL screens. The original application materials submitted to the first point of application must be mailed to the new home location.
19 Yes, students sometimes prefer to take some of their coursework at other locations but prefer to be advised and associated with a specific home location. The Datatel code of NS in APPN and STAL screens will indicate a true "no show" student. All others should be considered associated with the home location that is indicated in Datatel. When in doubt, contact the student for clarification as their intentions.
20 Students must present a transient letter of good standing including the course for which the other institution is approved to be taken at Troy University. They also must provide the following:
--Proof of baccalaureate degree (graduate transient only)
--Proof of any applicable pre-requisite requirements completed
--Application and application fee to Troy University
Note: It may be reasonable to request an official copy of the student's transcript to prove degree and pre-requisite requirements.
Datatel process: NEED ANSWER
21 The imaging process will be universally implemented beginning fall 2005. It will initially be implemented in the Admissions Office. Eventually all official records will be imaged. Imaged records are considered official University records.
22 Some discretion may be used in determining what records are imaged with an emphasis that over documentation is preferred. The following records are required to be imaged at the admission level.
Required
- Application
- Official test scores
- Official transcripts
- Reference letter for graduate admission
- Conditional agreement or notification letter
- Transient letters (students from other institutions attending Troy as transient student)
- Some program admission documentation. (i.e. Alt-A Evaluation)
23 All new policies become effective beginning term I/ fall 2005.
24 ANSWER NEEDED
25 Students may complete any program for which they were previously enrolled prior to August 2005 if they have been attending within the past three years. These programs will be "taught out" and managed through the individual academic departments.
26 All new programs are listed in the graduate and undergraduate 2005-2006 catalogs. In general, the consolidation of programs across the campuses has increased the number of major and minors being offered at Troy University.
27 New Datatel academic levels have been assigned to the old and new programs.
Programs offered prior to August 2005 will have academic levels of .TUD, .TUM, or TUT. New programs offered beginning August 2005 have been assigned academic levels of .TU. Programs and courses no longer available will not be eligible for course section development.
28 Students will be encouraged to choose majors available under the 2005 catalogs. In certain circumstances, students may enroll in current majors but should do so this summer under the 2004-2005 catalogs. Rarely will students be allowed to reverse their decision and revert back to a prior major in which they were previously enrolled.
29 Course approval is handled through the dean process of each college. Once approved, Tamara Jones, Associate Registrar of the Troy Campus will activate the course in the Datatel course catalog and code the course with campus access to build the course section.
30 Students will be required to meet all basic general studies requirements regardless of their major requirements. Some programs including education will have specific course requirements that limit how the general studies can be met for that major.
31 No, not all departments have chosen to have individual degree check sheets at the undergraduate level. Degree evaluations for each program may be printed from Datatel for individual students (EVAL). The electronic versions normally indicate all current course requirements and will provide the most accurate information.
Further discussion will take place regarding a degree plan that can be accessed online for students with an undecided program.
32 Academic advising holds are campus specific and will be managed through the process established at each campus that has oversight of the related academic units.
33 All new policies become effective beginning term I/ fall 2005.
34 The staff will be able to access information that has been imaged. Old records or non-imaged records will need to be faxed to sent by currier to the new home location.
35 Transfer credit will normally be commonly accepted across all campuses. Occasional exceptions and differences will always be found in the faculty approval processes. Campus discretion will be required when prior credit has been accepted outside the normal practice.
36 Yes, students will still have the option of granting parental access to their grades. Paper grades would then be sent to parents.
37 NEED ANSWER
38 The "End of Term" process will continue to produce honor statuses. The Chancellor and Provost standard letters will be coordinated from the University Registrar's office for all campuses.
39 The "End of Term" process will continue to calculate the retention status. Individual locations that are currently charged with the responsibility of running End of Term processing will continue to do so and will send a letter notifying students of their status. The letters will be produced through the Datatel Communication Management module.
40 A student will be allowed to repeat one course with academic forgiveness beginning August 2005. All prior academic regulations regarding course repeats for which the student completed coursework will be retained on the student's academic transcript.
41 Some academic departments are beginning to equate course numbers. Eventually each academic department will need to make a decision about individual courses. Questions should be addressed to college deans. (i.e. College of Education, School of Business, etc.) The Records Department in Troy is responsible for equating the courses in the Datatel course catalog.
42 Dothan Campus, Montgomery Campus and Troy Campus will all be eligible to issue official transcripts. Prior Datatel transcript information from institution will be accessible to each transcript issuing campus. Students may need to be referred to the campus where they attended if their dates of attendance were prior to 1996. Official transcripts will not be required from separately accredited Troy campuses for admissions processing.
43 No, students with a temporary or unclassified admission standing will have a hold placed on their records until such time as they present all official documentation for admission to the University.
44 No, students must clear any of these statuses at the location where the status was granted. See Change of Home Location procedure outline on the form and presented in the Student Services Orientation Manual.
45 There is no internal transient process beginning August 2005. Students will have one home location (one campus or site). Students may take courses freely at any campus depending on their advising recommendations. Students may change their home location through the approved written process and based upon their current admission status.
The term transient student will apply to non-Troy University, who are in good standing at another institution and seeking limited coursework at Troy University. For students receiving Veteran benefits, a letter of VA transient approval will be issued to facilitate the award of VA monies.
46 NEED ANSWER
47 Placement exams will be coded consistently in the Datatel screen TSUM. All campuses or locations are required to code students that have completed placement exams. The deans are currently working on standardized placement tests.
48 Yes, all registrars will report to the Provost through the University Registrar and through coordination with the appropriate campus administrative personnel.
49 All new policies become effective beginning term I/ fall 2005.
50 Web Express is the best vehicle that provides immediate access to course offerings for all campuses. Course offerings may be searched by department or location.
51 Students with an Alabama campus home location taking courses at an Alabama campus will be charged one $50 registration fee. Students with a University College home location will not be charged a $50 registration fee without regard to where they are taking classes.
52 Students with an Alabama campus home location taking courses at an Alabama campus will have their registration canceled for lack of tuition payment for 2005-2006.
53 All students will be afforded equal access to the "50-mile radius waiver of out-of-state" tuition rule based upon their home address proximity. This will allow students to be charged the same tuition rate when registered for an Alabama campus course based upon their home address. University College will continue to charge a market-based tuition fee.
54 All students within Troy University, including nursing students, will be eligible to migrate between the campuses based upon appropriate advising recommendations.
55 ANSWER NEEDED
56 Yes, students with these admission statuses will have registrations holds placed on them. Appropriate campus personnel will have authority to lift the holds and approve registration. Students will only be allowed to register for 13 semester hours or 7 term hours under these statuses.
57 Currently all records holds will need to manually removed based upon campus control. A future process may be developed to remove holds at the point of graduation posting.
58 Inactive student holds are placed on student records after one year of non-attendance.
59 Each location will retain their independent VA facility code and retain a certifying officer.
60 Yes, VA students will need a VA transient form to take courses at another campus or site. An "Internal VA Transient" form will be created for this purpose.
61 Yes, VA students will be allowed to register on the web according to individual campus restrictions.
62 Students should contact the call center first. If the call center is unable to answer the question, the student will be referred to the Financial Aid office in Troy.
63 ANSWER NEEDED
64 Yes, students may join organizations at other campuses but must be able to make appropriate attendance and organizational commitments as required by the specific organization.
65 ANSWER NEEDED
66 Students will be able to access their grades via WebExpress. Paper grades will not be sent to students beginning Fall 2005.
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