Faculty Responsibilities for Academic Advising

The following excerpts from the Clayton State University Faculty Manual provide a description of faculty responsibilities for advising:

410.01               Academic Advising Information

The Board of Regents sets forth its policy on academic advisement in the Academic Affairs Handbook, Section 2.07 Academic Advisement, and in the Policy Manual of the Board of Regents, Section 309 Academic Advisement. 

To be effective advisors, faculty must have full knowledge of the curriculum and academic policies.  Faculty are expected to be thoroughly familiar with the current Clayton State University Catalog, the Schedule of Classes, and all other memoranda, notices, and communications relevant to effective advisement and registration of students.  Occasional advisement workshops may be conducted for all faculty.   The department head/associate dean, dean, or designee shall serve as a resource on advisement.

410.02       Graduation 

Faculty members are expected to be familiar with all University-wide graduation requirements and with the requirements for their specific programs as contained in the Clayton State University Catalog, program handouts, and all other official materials.

The Registrar’s Office prefers that students seeking a degree from Clayton State University file an Application for Graduation form with the Registrar’s Office three semesters prior to the intended date of graduation.  The deadline for filing graduation applications is published in the Schedule of Classes each semester.   If graduation is delayed to a subsequent semester, a new or revised application must be submitted.

The Application for Graduation form is to be filled in by the student and approved by the advisor before it is returned to the Registrar.  If course substitution is necessary, the advisor should follow the procedure below.

Students may graduate and receive a diploma at the end of any semester in which they fulfill the degree requirements of the University.  Currently, formal commencement exercises are held at the end of Fall Semester and at the end of Spring Semester.

410.03       Course Substitutions

In certain circumstances, courses may be substituted to fulfill degree requirements.  Course substitution may be necessary due to transfer, discontinuation of a course, credit by examination, or other reasons.  All substitution should be made with the best interests of the student in mind and are subject to the academic integrity of the curriculum and the regulations of the University, the University System of Georgia, and the Southern Association of Colleges and Schools (SACS).

Students wishing to substitute courses for degree requirements may do so with the recommendation of the faculty advisor and approval of the school dean or associate dean.  Course substitutions in Areas A-F must meet Core Curriculum guidelines.  Questions on substitution should be directed to the Registrar or the Associate Vice President for Academic Affairs.

Only in unique circumstances will students be allowed to substitute upper division courses for Area A-F requirements.  The Vice President for Academic Affairs (or the Associate VP) must approve upper to lower division substitutions.

Some courses (or similar courses) are offered at both the upper or lower division levels at sending institutions of transfer students.  Such courses will be applied to requirements at Clayton State University at the level most appropriate for the student with approval of the appropriate dean.  Students wishing to substitute other lower division credit for upper division requirement may be required to validate the learning experience.  Validation can be accomplished by CLEP or by passing a proficiency examination developed by the appropriate department.  The Vice President for Academic Affairs (or Associate VP) must approve any substitution of lower division credit for an upper division requirement.

Any substitution must be proposed on a Course Substitution Form.  

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