Tips for Advisors

Hours

• 120 Hours needed for Graduation
• An average of 15 hours is needed to be on track for Graduation.
• 39 Upper-division hours (300 or above) are needed for Graduation
• 56 General Education Hours** (**Maybe less depending on CLEP, AP, etc.)
• 30-63 Major Hours (Range depending on major, some major hours count for Gen. Ed)

CLEP Tests

Students may take the CLEP exam at Georgetown College through the Registrar’s Office. CLEP is offered during the summer on select dates for new students, and periodically throughout the semester for any students. If you desire to register for a CLEP test contact the Registrar’s Office at ext. 7927. The Registrar’s Office notifies the students of the results of their CLEP exams and advisors receive a copy of the notification as well. The course credit is added to the student’s transcript with a grade CL. The CLEP subject exams approved include the following:

Advanced Placement

Advanced Placement credit is given to students who take Advance Placement classes in high school and pass the standardized examination with scores of 3, 4, or 5. THE STUDENTS MUST SEND DOCUMENTATION OF SCORES TO THE REGISTRAR’S OFFICE before AP scores can be reviewed. The Registrar’s Office sends notice to the students that they have earned credit. The classes are added to the student transcript with the grade AP.

Departmental Exams

Some departments have developed an examination which if passed will give credit and a grade for a specific course. The department examinations must be approved by the Academic Policy Committee (APC). Prior to taking the exam, students must register in the Registrar’s Office, receive approval from the Academic Dean, and make payment for the examination. The professors submit the grades to the Registrar’s Office where they are added to the student’s transcripts.

CEP “Foust Cultural Enrichment Program”

The Foust Cultural Enrichment Program (CEP) is a requirement of all Georgetown College students who are full-time and degree-seeking. CEP events are classified into four groups: Group A- Worship Experiences, Group B- Lectures, Group C- Music, & Group D- Art, Theatre, and other events.

The following requirements apply for receiving CEP credit:

• The required total of events for each student is based upon 6 events for each full-time semester a student attends the college. This is not to exceed a total of 48.
• There is a limit of 24 events in any one category mentioned above.
• Students must turn in only their own ticket. Credit is not given if two or more tickets are turned in together.
• Students must remain for the entire event to receive CEP credit. The ticket is turned in upon the completion of an event. Tickets turned in before the completion of an event will not be accepted.

Students must physically walk around and view an art exhibit in order to get CEP credit. A ticket should be completed before departing the exhibit.

Minors

A minor is encouraged as an option, however it is not required. Minors range from 18 to 21 hours. If a minor is not selected, students must take 15 upper-division hours outside of the major department and major allied requirements for a total of 39. However, please note that some allied courses from other departments are considered within the major.

Four Credit Course

If a student enrolls in a 4-credit hour course, it is advisable to have the student sign up for 16 hours (enabling the ability to drop a course and remain full-time)

Satisfactory Academic Progress/Scholarships

Keeping financial assistance is contingent upon meeting Satisfactory Academic Progress. Those standards, which are outlined in the catalog, require that all students receiving aid earn a certain number of hours and attain a specified GPA, depending on the number of semesters the student has been enrolled. Academic scholarships require a 3.0 GPA for awards less than half-tuition; academic awards valued at half-tuition and above require a 3.3 GPA. If the student is unable to meet these standards, an opportunity to appeal based on special circumstances will be given.

For a student to keep full Kentucky Educational Excellence Scholarship (KEES) award, he/she must have a 2.5 cumulative GPA at the end of his/her freshman year and a 3.0 thereafter. If he/she drops below the 3.0 threshold after your sophomore year, but have at least a 2.5, the student will earn half of his/her normal KEES award. Students with GPAs less than 2.5 cannot earn a KEES award for the academic year but may later regain their KEES award with improved grades. The state does not permit appeals for KEES awards.

Family Education Right to Privacy Act

FERPA prohibits schools from allowing access to students’ educational records (all records at an educational institution) without the student’s permission (except in specific circumstances). In addition, the act allows students to see the records kept on them. The institution may release educational records to parents of IRS dependent students, but you need documentation that the student is IRS dependent, usually this may be obtained from Financial Aid Office.

One advising issue arises around notes advisors may write about a student. If these are personal notes you prefer the student not to see, these notes must not be kept in the student’s folder and must not be shared with anyone else; not even given to a secretary to type and they must be destroyed if you leave your position with this student.

In general, faculty and staff may have access to student records in order to perform their proper functions for “legitimate educational purposes.”