Frequently Asked Questions
In the Nest, your advisees can be found in Administrative Services -> Faculty & Advisors -> Advisor Menu -> Advisees Registration Pins/Email. Make sure that you have the correct term selected.
You can also pull up your advisees in DegreeWorks: click on the Find tool at top left of DegreeWorks page. You can put in your ID # to pull up all of your advisees, or search individual students by name or Student ID #.
If it's a course for the major, you can check with your Chair, who has the ability make exceptions within the DegreeWorks system. If it's a GEP course, a course for another program or maybe a class that should be double-counting but isn't, please contact Maria Beazley in the Advising Support Center (firstname.lastname@example.org). Any curricular exception must be approved by the Chair. GEP exceptions also must be approved by the Chair of the GEP Oversight Committee.
Notes are a convenient way to record what is discussed between you & your advisee and we encourage you to document these conversations as best you can. Many advisors also use the note area to record the PIN for students after they've met, so that the student doesn't need to worry about losing it. It's critical that you document conversations about missing requirements towards graduation. It's a good idea to record what plans the student has for making up any courses. Remember that notes are visible to anyone, including the student, who has advisor access to DegreeWorks.
The easiest way to search for classes is to use the class schedule link on the home page of the Nest, in "Useful Links" box. Use the "Special Interest" pull-down to search for specific GEP requirements. Please note: when students are logged into the registration system, they see a slightly different view of the schedule, which also shows them wait-list seats.
If the class has an electronic wait-list, an "open" seat in the class schedule is probably being held for the first person on the wait-list. Although faculty cannot see the wait-lists in the public view of the schedule, students can see this when they are logged into the add/drop system. If you have questions, please call our office and we can check on the status of the course.
Many departments reserve seats for groups of students (majors or class years) to ensure that these students have access to seats. Unfortunately, a reserve isn't always visible and students can't see that there is a reserve until they try to register. If there's a question about a reserve, please call our office: we can check on the status of open seats. Departments typically lift reserve seating after the initial phase of registration, or for the add/drop period.
All course withdrawals processed before the withdrawal date require only the advisor's signature. Any course withdrawal after the deadline is considered extraordinary. An extraordinary withdrawal is possible for documented extraordinary circumstances that may not have been known or may have prevented the withdrawal from occurring by the deadline. Typically, extraordinary withdrawals are approved for students who have documented medical, familial or other emergency situations. Approvals are not given to students who seek to withdraw late simply because they missed the deadline.
Encourage your advisees to contact our specialized advisors for health & law. Connie O'Hara is the Health Professions Advisor and works with students who are applying to any type of health-related graduate program. Students should contact her to discuss pre-requisite courses and exams (MCAT, etc.). Students considering law school or wanting to learn more should contact Dr. Susan Liebell, the Pre-Law Advisor.
Students wanting to add programs must be able to fit the additional courses into their elective slots or have sufficient courses that double-count between GEP and the second major, etc. Please refer students to our office, so that we can check the curricula for all programs to see what's possible.
Is your advisee a new transfer student? If yes, please ask the student to contact the transfer admissions counselor to check on the status of the courses. The final transcript from the previous institution must be received before courses are recorded.
Is your student missing AP or IB credit? Please have the student contact the Advising Support Center so that we can check on the status. Students must order AP reports sent to SJU through the College Board. We can see if the scores have been received for both AP & IB exams.
Did you student take a college course in high school? If so, the student should contact the transfer admissions office to check on the status of the course.