the Faculty Advising Newsletter logo January 2013


Spring 2013, Registration Edition

With Spring Registration in full swing, Here are a few items important to registration and advising

PIN numbers

  1. Students will need a registration PIN number in order to register for classes.
  2. The Registration PINs are stored in AdvisorTrac in the Condition Code/ Flag Text field (7605 / Spring) in the example below.
  3. If a student has a PIN number of "0" in AdvisorTrac, then they will not need one in order to register for classes. Here are a few reasons for a student to have a zero for the their PIN.
    1. This happens for non-degree seeking students (A Southwest student whose intention is to only take a few courses without earning a degree).
    2. There is a small subset of students who "slipped through the cracks" and were not assigned a PIN, but should have been assigned one. Those students do not need one either. We have identified the reason for this, and it won't happen moving forward.
    3. The student is not actually admitted and eligible to register for this semester. This has shown up for returning students that need to fill out a readmissions application. Once they complete the readmissions application, then a PIN number will be generated automatically (usually within 24 hours of the time their re-admission is completed), and they will need it to register. As a reminder, students who have not attended Southwest for two or more semesters will have to apply for re-admission.


AdvisorTrac Screenshot, showing the PIN

A sample Student information page with the PIN number (located in the Condition Code/Flag Text field.


After saving the visit, the Registration PINs can be sent to a student via e-mail by AdvisorTrac when recording a visit by clicking on the "Send notes to" button. To be clear, the "Send Note to..." button does not appear until after you click the Save button. The message sent to the student will contain the PIN number but will not contain the notes entered for the session.

 the Faculty Advising Newsletter logo



LEAP and Learning Support

Remember that the 700-level Basic developmental classes are no longer offered (Basic Math, Basic Reading, Basic Writing). Students testing into the basic level will now take LEAP courses (LPM 0700, LPR 0700 and LPW 0700).

Students who enrolled in LEAP courses in the Fall will have earned a Pass (P) or Fail (F) grade. For those with P's, they are ready to register for the corollary Developmental course, such as DSPM 0800, DSPR 0800 or DSPM 0800.

Emporium model and individualized instruction

Learning support pilot courses are offered this semester, utilizing the existing developmental course numbers (DSPM 0800 DPSR 0800, DPW 0800). They are implementing a new emporium, individualized instruction method that allows students to complete only the components of the course that the student needs and the student works at his or her own pace. This means that students can conceivably finish one of these courses within the first week of classes or take the entire term to complete it. If the student completes the class early, they could enroll in a college level course that has the developmental prerequisite in the Flex2 term that begins after Spring Break )March 18th). Additionally, the Math department is piloting a Probability and Statistics course with open enrollment during the entire semester that allows students completing developmental Math early to enroll in the college level Math the next day. Interested students should contact the Math department at 333-4474.

For the spring any DSPM course scheduled in Whitehead 1 at Macon or in B 223 at Union is a Learning Support Pilot Course. In addition, there is at least one section at most of the centers as well.

All DSPR and DSPW courses are utilizing the learning support model.

Financial Aid update

Here are a few bullet points to remember about Financial Aid

1. Students that have earned an Associate's degree MAY be eligible to receive additional Financial Aid to pursue additional programs of study. Their eligibility is contingent on the same items that would have made them eligible to receive aid for the first degree ( income, Satisfactory Academic Progress, applications for Aid via a FAFSA).

2. Some students that had to file, and were granted, a financial aid appeal for not having made Satisfactory Academic Progress (SAP), will be moving into what is called final suspense this term. That means the student is still not in good standing based on the Federal Satisfactory Academic Progress standards.

Students in this situation are required to participate in a student success seminar series coordinated by the Office of Special Academic Programs. Students in this situation should  fill out an academic plan with their Advisor and then take the plan to the Special Academic Programs office. The Special Academic Programs office is located at Union, E-101 or call 333-5272.

3. Students who withdraw from all of their classes (either officially or unofficially through lack of attendance) can end up owing financial aid money back to the College because the College has had to pay it back to the federal government. Please help to emphasize the importance of the impact of withdrawing from courses or no longer attending courses to students whenever possible.



AdvisorTrac logoTip of the month - E-mail Advising

Thanks to input from one of your Colleagues, a new feature is now available for AdvisorTrac! Email can now be used to create an entry in AdvisorTrac! First, you must use your Southwest email account to send the email to the student's Southwest e-mail account. Second, you simply include on the cc line of the e-mail.

The e-mail is then imported into AdvisorTrac as if you logged into AdvisorTrac and created a visit for the student. The subject line and the content of the e-mail are recorded as the meeting notes. Any attachments to the e-mail are not imported right now.

Again, be sure that the e-mail is sent to the student's Southwest e-mail account and that is in the cc: field. While this method does not currently issue the student's PIN, it is a handy tool for quickly and easily creating AdvisorTrac entries for ongoing advising conversations with the student.

When you have an opportunity, thank Bill Weppner for this idea! Great idea Bill! If you have other ideas or feature requests, feel free to e-mail them to Jeremy Burnett and Nathan Washington at or