Sta.Ana - Poster

Fine Arts Advisement Process Piecing Together Clarity: Answering FAQs

Table of Contents General Overview What is Advisement .................................................................................................................................................................. 1 Fine Arts Coordinators ............................................................................................................................................................. 3 Overview of Deadlines ............................................................................................................................................................. 4

Revising of Load Load Revision ................................................................................................................................................................................. 6 Withdrawal with Permission................................................................................................................................................. 6 Validation of Classes ............................................................................................................................................................... 7 Rules on Overloading/Underloading ............................................................................................................................ 8 Overload Request Process ................................................................................................................................................... 9

Additional Programs Pursuing a Minor or Double Major .................................................................................................................................. 11 Shifting into FA / Double Majoring in FA / Minoring in FA ................................................................................ 12 Deadlines ......................................................................................................................................................................................... 13

1.

What is Advisement

It is a process where students consult with their respective home department to update and change their Individual Program of Study (IPS). The IPS dictates the arrangement and schedule of classes a student has to take throughout their stay in the university.

Advisement follows certain deadlines per semester, and these are announced by the home department.

Memos on advisement deadlines will be released every semester. Please check your emails and the department for these announcements.

When should you go for advisement?

Once a year upon the announcement of the department, After the Minor or Double Degree Application has been completed, Overloading/Underloading, JTA/STA concerns, Failing a class

Who you should go to for advisement?

Year Level

Office-in-Charge

First Year Students

Office of the Registrar

First Year Transferees

Office of the ADAA

Sophomore Students (for intersession)

Student’s Home Department/Program

Sophomore Students (for 1st and 2nd Semester)

Office of the Registrar

Junior, Senior, Fifth Year Students

Student’s Home Department/Program

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What can you do/ask during advisement?

2

Adding Subjects

Removing Subjects

Adding extra subjects (EXS), for reasons of minor / double degrees and special classes, and encoding of specific course codes to electives can be done via advisement. Students requesting to add any class/elective are expected to confirm which semester a course is offered before making the request.

Removing an EXS can also be done via advisement. Students completing a minor or a double major should confirm with the other department/s concerned if the course can be removed or not.

Please note that rules regarding overloading and underloading apply when requesting to add or remove subjects.

Fine Arts Coordinators Contact Details Department Positions

Person-in-Charge

Chairperson

Ms. Smile M. Indias jmindias@ateneo.edu Ms. Tracy Monsod

Advisement Coordinator

advisement.finearts.soh@ateneo.edu

Program Coordinators

Person-in-Charge

Arts Management

Ms. Bianca Ma-alat pma-alat@ateneo.edu

Information Design

Ms. Molly Velasco-Wansom mvelasco@ateneo.edu

Creative Writing

Mr. Martin Villanueva mvvillanueva@ateneo.edu

Theater Arts

Mr. Glenn Mas gmas@ateneo.edu

Course-Specific Coordinators

Person-in-Charge

Internship Coordinator

Ms. Aze Calara rcalara@ateneo.edu

Art Appreciation Coordinator

Mr. Alfred Marasigan amarasigan@ateneo.edu

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Overview of Deadlines

To make sure we are able to meet the deadlines prescribed by the ADAA, here are the internal FA deadlines to give us ample time to assess the documents submitted prior to formalizing the application to the RO and the ADAA. Academic Process

Shifting Programs

Minors/Specialization Validation of courses

Deadline

Intersession

March 15

First Semester

June 1

Second Semester

September 1

Not applicable for First Years

Non-graduating students

Any time

Graduating students

April 30

All students

Except for incoming transferees

December 1

If the above dates fall on a Sunday or holiday, the deadline is automatically moved to the next working day. ** If there are pending requirements for shifting (e.g., prerequisite courses), students should still submit their requests on or before the stated deadlines. However, the requests will only be processed after the pending requirements are available. ***While students may submit applications for minors/specializations anytime, processing of these applications will not be done during the period of online enlistment and load revision. ****For incoming transfer students, please refer to the 10 June 2021 memo, “Validation of Courses/Subjects”

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2.

Load Revision https://loadrev.ateneo.edu It is a process that allows students to make changes to the classes they initially enrolled for during enlistment. Any changes to their course load must have valid reasons and be approved by the respective offices-in-charge.

The official list of courses in which a student is enrolled is reflected in AISIS. Students who wish to request for any changes in this official list: add or switch courses, change sections, and change status from audit to credit or vice versa, must complete the procedure for the Load Revision by the deadline set by the Office of the Registrar.

Load Revision may only be initiated by students who are officially enrolled.

What can you do during Load Revision?

Add courses, remove courses (withdrawal with permission), change Sections, audit to credit courses, Credit to audit courses

Withdrawal with Permission

Refers to both the process of obtaining official permission to withdraw from a course that a student is officially enrolled in as well as to the final grade that a student receives upon receiving approval for such withdrawal.

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Process Students who wish to withdraw from a course with permission must accomplish the Load Revision form and have it duly approved and filed with the Office of the Registrar by the given deadline.

Withdrawal with permission may be availed of only by students who have not exceeded the number of absences permitted by the Loyola Schools.

While the request is pending, the student must continue to attend the class(es).

Validation of Classes

Students should have their subjects validated based on the following conditions:

1. An elective class was listed as EXS (Extra Subject) instead of the appropriate elective tag (ex. Interdisciplinary Elective, Major Elective, Arts Elective, Free Elective) 2. Taking a class under a different course code of course title (example , CW work shops listed as Lit electives, FA-AM 101.2 (equivalent to FA 165.2) and FA-AM 101.1 (equivalent to FA 165.1) 3. Slash courses with other departments 4. Courses taken from another school

Process Category

Description

Sample

Major Elective

IDES/ CW/ THTR Electives

IDES 103.04

Required Major (RM)

ARTS Electives

ARTS 180.09

Interdisciplinary Elective (IE)

Electives with “i” at the end

CSCI 113i

Free Elective (FE)

Any course without pre-reqs

COMM 42

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Minor Elective

Not applicable for FA

Specialization Elective

Not applicable for FA

Rules on Overloading and Underloading

Overloading

5.1. Students are expected to enroll for the maximum load as prescribed in their official curriculum. However, in certain cases, enrollment beyond one’s maximum load is allowed. The following are automatically granted permission to carry an overload: 5.1.1. Dean’s Listers are automatically granted permission to carry an overload of up to 3 units in the immediately succeeding semester.

5.1.2. Seniors and Fifth Year students may overload up to six (6) units beyond their maximum load provided that the total load for the semester (counting both the regular load and the overload) does not exceed 24 units.

5.2. Exceptions to the above rules are subject to the approval of the Associate Dean for Academic Affairs (ADAA).

For more information, please see the FAQs on Overload at the OAVP-UEd webpage www.ateneo.edu/ls/adaa.

Full-Time Status/”Underloading” A student has a full-time status if they carry an academic load of at least 12 academic units, not counting co-curriculum (InTACT, PE, NSTP), basic, and bridging courses.

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Overload Request Process Read here: Undergraduate Students’ Overload Requests Memo

1. Students accomplish the Overload Request form using their OBF email account.

Upon submission of the form, students receive an automatic response receipt of their request.

2. The Office of the Asst. VP for Undergraduate Education (OAVP-UEd) makes an initial review of all requests to check for accuracy and completeness.

3. Department Chairs/Program Directors are provided with a GSheet of the requests of their majors and indicate their endorsement/non-endorsement of the request to overload.

4. The AVP-UEd evaluates the requests and indicates the approval/disapproval of the request.

5. The OAVP-UEd informs the students of the decision on their overload request via email.

The Home Department Chair/Program Director is copied to the email.

6. The OAVP-UEd forwards a list of students approved for overload to the Office of the Vice President for Digital Information and Technology Services (OVP-DITS) so that the student’s maximum load on AISIS can be adjusted to accommodate the additional units.

7. Students with approved overload requests coordinate with the appropriate office for readvisement/IPS updating to add the approved overload: 7a. First and Second Year students Office of the Registrar, please email reg strar2.ls@ateneo.edu 7b. Juniors, Seniors, and 5th Year st dents – home department/program 8. Students with approved overloads submit a load revision request at loadrev.ateneo.edu during the load revision period to add the overload.

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3.

Pursuing a Minor or Double Major Minor/Specialization Application Form Double Degree Application Form 1. Contact the home department of the degree program and inquire with regard to their requirements, qualifications, application process, and list of subjects needed for the minor/ double major.

2. Once the student is able to successfully apply for the minor/ double major, email us with the following Proof of approved minor / double major application The list of subjects prescribed by the department Proposed and approved IPS

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3. For double majors, a student must abide by all advisement processes of both their original home department and the department of the second major. Only the home department (whichever program is set to be completed first) has full control of the student’s IPS.

Shifting into FA, double-majoring in FA, taking a minor in FA General Procedure 1. Prepare the requirements needed by the FA to assess your application: 2” x 2” ID Picture Letter of Intent addressed to the current Department Chair (PDF, signed by parents/guard -ians and Home Department, e-signatures are allowed) Copy of Grades from AISIS (PDF) Portfolio of Sample Works (3-5 sample works for CW, 5-10 samples for ID, Photo and/or video documentation for TA) uploaded as PDF and/or as files on Google Drive 2. Fill out the FA Application Form to submit your requirements http://bit.ly/JoinAteneoFA 3. Fill out the relevant application form of the RO/ADAA.

Shifting Application Form Double Major Application Form 12

Minor Application Form 4. Email us at finearts.soh@ateneo.edu with the subject header “Application to Shift / Minor / Double Major: ID Number + Last Name” once you’ve completed the relevant forms.

4A. Deadlines Application

Deadline

Shifting

March 15, 2023

Double Major

January 15, 2023

Minor

April 1 to May 15, 2023

5. If accepted, the student will be endorsed to our Advisement Coordinators for IPS adjustment via email. Students accepted into the FA are expected to ensure their IPS is updated/corrected before the new semester begins.

Deadlines Academic Process

Shifting Programs

Minors/Specialization

Deadline

Intersession

March 15

First Semester

June 1

Second Semester

September 1

Not applicable for First Years

Non-graduating students

Any time

Graduating students

April 30

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Still have questions?

All RO Academic Processes can be accessed here: https://www.ateneo.edu/ls/registrar/academic-processes For advisement matters not detailed on this page, please email us at advisement.finearts.soh@ateneo.edu For other FA-related concerns, please email us at finearts.soh@ateneo.edu