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COHORT FACILITATION GUIDE

Cohort Facilitation Guide Updated July 2021

TABLE OF CONTENTS Student Development Milestones LIU Promise and Enrollment Services Advising and Cohort Understanding Your Role Cohort Facilitation as a Retention Tool Cohort Facilitation as a Recruiting Tool Building and Maintaining a Strong Relationship with Students Communicating with Students Importance of Customer Service Creating a Friendly, Student-Centered Environment Utilizing Technology Working Collaboratively Ancillary Responsibilities Office Operation Saturday Hours Weekend and Evening Coverage Presence During Office Hours Greeting Students and Answering Phones Maintaining Your Calendar and Student Appointments Tracking Student Appointments and Meetings Reporting Dress Code Clean Desk Policy Student Files Policy Sending Personal or Secure Information via Email Staff Needing Assistance Time-Off and Vacation Request Calling Out Sick Out of Office General Policy All-Staff Days Family Educational Right and Privacy Act (FERPA) Academic Success Selecting a Major Selecting a Minor | Only Students Enrolled Fall 2020 or Prior Changing a Major The Core Pre-Requisites Academic Bulletin Relationship with Academic Affairs & Faculty Academic Calendar & Exam Schedules Absences Due to Religious Observation Online Course Evaluations Cohort Facilitation Guide Updated July 2021

5 6 6 7 7 7 8 8 9 9 9 10 11 11 11 11 12 12 12 12 13 13 13 13 14 14 14 15 15 17 17 17 18 18 18 18 18 18 19 2

Cohort Management Student Affairs Check-in App Assignments Change of Coach Request Coach Vacancy Coach Communication Plan Email and Text Templates Cohort Reviews Junior & Senior Reviews Suspension and Dismissal Review Degree Audit Review How to Run a Degree Audit Academic Advisement Report What if Degree Audit & How to Run it Plan of Study Study Abroad Grading Identifying At-Risk Students Elevating Students At-Risk Collaborating to Retain Students Student At-Risk Report Early Alert System Academic Probation Dropping Classes or Withdrawing Withdrawals Withdrawal Appeals Leave of Absence Re-Admittance Inter-Campus Change Registration Process Pre-Registration Process Self-Registration Policy Late Registration Add/Drop Policy Add/Drop Refund Schedule Financial Holds Course Waitlist Permission Codes Enrollment Cards Undergraduate Course Submission/Waivers New Requirement Request VISA Policy Brooklyn Campus Post Campus Cohort Facilitation Guide Updated July 2021

20 20 21 21 22 24 24 25 25 26 27 29 29 31 31 32 33 34 34 34 35 35 35 36 36 36 37 38 38 38 38 39 39 39 39 39 40 40 40 40 40 3

Core Substitutions Registration Appointments Transfer Credit Policies IB/AP/College Credits & Accepted Scores CLEP New Student Procedures New Student Checklist Accepted Students Day/ Open Houses Matriculation/ Term Activation Scheduling New Student Appointments with Admissions Missed Appointment Procedure Course Placement Placement Test Census Administrative Drop Immunization Compliance Career Success Importance of Internships Handshake Career Success Handbook Creating and Maintaining a Resume Financial Aid Satisfactory Academic Progress (SAP) Scholarship Appeal Rubric Scholarships FAFSA New York Tuition Assistance Program (TAP) Outside Student Loans Verification Process Student Groups Student Athletes HOPE Scholars Honors College Dean’s Scholars International Students Veteran Students Reports Submitting Reports Cohort Reports Established PeopleSoft Reports Registration Report Registered by Term Report Student Registered by Date Immunization Report Cohort Facilitation Guide Updated July 2021

41 41 41 41 41 42 43 43 43 44 44 44 44 45 45 46 47 47 47 48 49 50 50 51 51 51 52 53 54 55 55 56 59 59 60 60 60 61 4

STUDENT DEVELOPMENT MILESTONES

Cohort Facilitation Guide Updated July 2021

LIU PROMISE AND ENROLLMENT SERVICES LIU Promise and Enrollment Services are the two most student-facing offices at the University. While each serve different populations of students and perform various ancillary responsibilities, each department is equally important in achieving the LIU mission. The goal of these areas and their staff are to: 1. Recruit new students 2. Retain current students 3. Promote student engagement and success 4. Ensure timely graduation 5. Help launch student’s career after college LIU Promise Success Coaches and Enrollment Services Coaches are at the front lines of these efforts and should be mindful of their important role in ensuring each students and the University’s success. Staff will need to be passionately committed to helping and supporting students in all phases of their academic, personal, and early professional careers.

Advising & Cohort

All students at Long Island University are provided either an LIU Promise Success Coach or an Enrollment Services Coach to help guide them throughout their journey at the University. Students who enroll at the University as first-year students or transfers students with less than 60 credits are assigned an LIU Promise Success Coach. Students who enroll as a transfer with more than 60 credits, with an associate degree or as a graduate student are assigned to an Enrollment Services Coach. Both LIU Promise Success Coaches and Enrollment Services Coaches provide holistic advising and mentorship to their students. Areas of support and guidance include: academic advising, financial aid, career success, student involvement, and personal and professional development.

Understanding Your Role

LIU Promise Success Coaches and Enrollment Services Coaches have a large and allencompassing role. They serve as a student’s main point of contact for everything from academic, career and financial success to getting involved and living on campus. If implemented correctly, the Success Coach or Enrollment Services Coach should be the first outreach when a student needs guidance, has an idea about their career, or has exciting news to share about their personal or professional growth. In order to succeed in this role, professional staff must understand the entire University and be well-versed in the various opportunities, services, and departments at LIU. Formal training is provided but professional curiosity, a strong commitment to student support, and a determination for student success will be required. Cohort Facilitation Guide Updated July 2021

Coaches should always personalize the experience for each student, using creativity and positivity to reach, connect, and inspire each one. Ultimately, each student in a Coach’s cohort is their responsibility. It will be expected that they know them personally, can speak to their interests and passions, and be equipped with the background knowledge and personal history that will enable the staff member to support and encourage their success.

Cohort Facilitation as a Retention Tool

Students are provided an LIU Promise Success Coach or Enrollment Services Coach because LIU recognizes that student’s require support at varying levels while enrolled. LIU cohort numbers for advisors are generally lower than the national averages. These smaller and more intimate cohorts promote a more direct relationship between the Coach and their students. Coaches are expected to ensure their student’s persistence at the University. This will require the staff member maintaining frequent contact, helping the student navigate issues, and elevating a student when they are deemed to be at risk for the University. Enrollment and retention is everyone’s job. Coaches are to work as a team, and with others at LIU, to ensure that every student continues at the University and earns their degree.

Cohort Facilitation as a Recruiting Tool

Potential students and their families often take a great interest in the LIU Promise and Enrollment Services model. This philosophy of advising and mentoring students is different than the traditional model and provides LIU with a competitive advantage in the admissions and recruiting process. Coaches are expected to play a large role in recruiting new students. This includes: attending and staffing admissions events, outreaching to new students, and presenting to guests at open houses and admissions events. Scheduling for admissions events and open houses will be coordinated by departmental leadership at the beginning of each semester.

Building and Maintaining a Strong Relationship with Students

Professional staff who maintain a cohort of students are expected to form close, genuine, and appropriate relationships with their students. The LIU philosophy for these relationships allow professional staff to “know a student’s story” and ensure that a student understands that LIU cares about them and their success as a student. Coaches should take genuine interest in their student’s success and support their co-curricular involvement at the University. Staff are expected to maintain regular contact with their students, check-in, follow up frequently, and participate in a student’s activities (ie: attending an athletic game or musical performance they are involved in) Cohort Facilitation Guide Updated July 2021

Coaches must maintain a professional relationship with students in strict adherence with the University’s Anti-Harassment Policy.

Communicating with Students

Coaches should maintain frequent contact with their students using various means of communication. Staff are expected to connect with students through whichever platform the student feels most comfortable with to ensure the creation of a lasting bond. • Email • University Cell Phone (Call or Text) • Social Media • Classroom Visits • Events Students will frequently reach out to their Coach to set up an appointment, ask for advice, or communicate an issue. It is important that all communications are responded to promptly. A reply to a student should never take more than one (1) business day, however, same day response time is recommended.

Importance of Customer Service

All staff members in LIU Promise and Enrollment Services must practice strong customer service when working with students, parents, and potential students. Success with students will rely greatly on strong customer service. Giving the correct information is as important as how you relay and communicate it. Some examples of strong customer service skills include: • Active listening • Adaptability • Attentiveness • Conflict resolution • Creativity • Decision-making • Dependability • Effective communication • Empathy • Friendliness • Knowledge of your area or service • Open-mindedness • Patience • Quick thinking • Reading physical and emotional cues • Responsiveness • Timeliness Cohort Facilitation Guide Updated July 2021

Creating a Friendly, Student-Centered Environment

Students should always be greeted with a warm and friendly environment when they enter or call the LIU Promise and Enrollment Services offices or call. Staff are expected to greet students, engage in a dialogue, and be attentive to students who are seeking information or asking questions. Students will be asked to provide a post-visit survey. The main goal for staff should always be that this visit left a positive impression on the student and they are motivated to attend more frequently in the future.

Utilizing Technology

There are many tools available to Coaches that are purchased and provided by LIU. Staff members will need to frequently use some of the following systems to effectively work with their students: • PeopleSoft • Room Management System • Student Affairs Check-in App • Appointment Scheduling System • ImageNow • LIU Share • Outlook (Email System) • LIU Dashboard • Presence Regular trainings will be provided on all of these resources; however, it is the responsibility of each staff member to communicate additional training needs outside of the scheduled trainings.

Working Collaboratively

LIU Promise and Enrollment Services professional staff are expected to work collaboratively to provide a streamlined and smooth student experience on campus. These include other departments, such as, athletics, admissions, academic affairs, conference services, Information Technology and other campus stakeholders. In addition, all staff should communicate regularly with their counterparts on other LIU campuses to ensure uniform practices and policies. Regular meetings and trainings are held, however, ongoing collegial relationships will allow the exchange of best practices and continued professional development for staff.

Cohort Facilitation Guide Updated July 2021

Ancillary Responsibilities

In addition to managing a cohort, professional staff members in Enrollment Services and LIU Promise maintain an ancillary responsibility that provides additional support and resources for students. Ancillary areas allow staff members to contribute to the overall operation and success of LIU. Areas can include: Student Life, Residence Life, Academic and Career Success, Financial Aid, Operations, Veteran and Military Affairs, International Student Support, and other studentfacing areas. Ancillary responsibilities are decided by departmental leadership, in coordination with each professional staff member.

Cohort Facilitation Guide Updated July 2021

OFFICE OPERATIONS LIU Promise and Enrollment Services maintain office hours that are convenient to students. Hours of Operation may vary during different times of the year. Typically, extended hours are offered during peak times, including registration periods. General operating times are: Hours of Operation Monday-Thursday Friday Saturday

LIU Promise 9 a.m. – 7 p.m. 9 a.m. – 5 p.m. 10 a.m. – 2 p.m.

Enrollment Services 9 a.m. – 6 p.m. 9 a.m. – 5 p.m. 10 a.m. – 2 p.m.

Departmental leadership reserves the right to extend office hours to support student needs and retention goals. Advanced notice will be given and scheduling created in coordination with all staff will be posted on departmental shared calendars.

Saturday Hours

LIU Promise and Enrollment Services are open on Saturdays from 10 a.m. – 2 p.m. during the academic semesters. Coverage for these Saturdays will be decided by departmental leadership prior to the beginning of each semester. Saturday office hours will be used for continuing and new student registration appointments, student meetings, and special projects. Staff cannot leave the office for events or other tasks during this time.

Weekend and Evening Coverage

Professional staff will be expected to attend weekend and evening events during the year. Departmental leadership will communicate these needs and create a schedule with all staff members.

Presence During Office Hours

All staff members are expected to arrive to the office on time and remain until the end of the business day. In addition, staff should be present in the office throughout the entire day. When staff are out of the office at meetings or events, their outlook calendars should be updated with their whereabouts.

Greeting Students and Answering Phones

LIU Promise and Enrollment Services utilize student workers and professional employees as front office staff. These staff members greet students and pick-up the phones. However, all Success Coaches and Enrollment Services Coaches are expected to assist in the greeting of all students and monitoring of all phones. This phone is to be answered “Thank you for calling (insert office name), this is (insert your name) how can I help you?” Cohort Facilitation Guide Updated July 2021

Maintaining Your Calendar and Student Appointments

It is each staff member’s responsibility to keep their LIU Outlook calendar up-to-date at all times. This includes tracking all student appointments, meetings, events, and time-off dates. All staff must use the LIU Promise/ Enrollment Services scheduling system to allow students to remotely make appointments with them. It is the responsibility of all coaches to ensure that this is updated. Student appointments should never be missed. Staff should do their best to keep to their schedule and avoid delays in their scheduled appointments. Any appointment that must be rescheduled should be done with a minimum of two (2) hours advanced notice.

Tracking Student Appointments and Meetings

Every student meeting and appointment must be tracked using the Student Affairs Check-in App. Coaches must submit all student interactions in this app at the completion of every day. Departmental leadership and supervisors will monitor compliance of the check-in app using a dashboard.

Reporting

Coaches will be required to create, maintain, and submit several reports on their work. All reports must be submitted by established deadlines and be completed in a professional manner. These reports are often shared with senior leadership and other campus professionals. Good grammar, spelling, and proper writing structure is required. Some required reports may include: At-Risk Reports, Daily Registration Reports, Ancillary Duty Reports and other formal and informal reports.

Dress Code

Employees are expected to dress appropriately in business casual attire. Business casual attire includes khakis or dress pants, dress shoes, button-up shirts, polo shirts, blouses, skirts around or below the knee, dresses around or below the knee. Blazers, suits, and ties are appropriate, but not mandatory. In addition, staff members should wear blue, gold, or LIU business casual attire on Tuesdays to promote LIU spirit. Jeans, t-shirts, shirts without collars, sweatshirts and footwear such as flip-flops, sneakers, and sandals are not appropriate for business casual attire. Dress code for weekend and evening events will be determined by leadership prior to event date.

Cohort Facilitation Guide Updated July 2021

Clean Desk Policy

In order to maintain a friendly and welcoming atmosphere, all employees are expected to keep their office and desk area clean. This includes excess files, left-over food, and other personal belongings that would be considered clutter. Staff must refrain from posting or displaying any potentially offensive items that may make a student uncomfortable or discourage them from visiting the office in the future.

Student Files Policy

Coaches may consider keeping physical files on their students. All files must be secured in a locked drawer as to protect the student’s privacy at all times. Staff should maintain electronic files using ImageNow when appropriate and destroy any documents that are not required using a shredder and omitting any personal data of a student. Files should be maintained in an organized and sequential manner so that they can be used in a staff member’s absence or departure.

Sending Personal or Secure Information via Email

Staff members should communicate with a student through their MyLIU email and refrain from sending confidential information via email when possible. Staff are not permitted to send excel spreadsheets or other documents containing sensitive material through email. This includes: GPA, EFC, financial aid or other balances, student conduct information, and other private information. If material must be sent via email, proper security protocol and password protection features should be used. Any infraction of this policy should be reported to departmental leadership immediately.

Staff Needing Assistance

The safety of LIU Promise and Enrollment Services is of paramount importance. In the event of an emergency, staff members should call Public Safety at extension 1078 (Brooklyn) or extension 2222 (Post). If a staff member requires assistance from Public Safety, Psychological Services/ Center for Healthy Living, or another staff member the following procedures should be followed: All staff members should have Skype for Business opened and logged into on their desktop at all times. In the event a staff member needs assistance, the IM feature on Skype for Business or the office phones should be used. Any staff member who receives an IM from another staff member should respond immediately as appropriate.

Cohort Facilitation Guide Updated July 2021

Time-Off and Vacation Requests

All professional staff members are provided time-off and vacation days in accordance with the established University benefits. Time-Off Request Forms are to be sent via email to the staff member’s direct supervisor. Each supervisor will review the request and approve or deny depending on various factors, including office coverage. Once approved the supervisor should email their staff member a copy of the approved form and add the dates to the SharePoint/Outlook calendar. The staff member should then add an all-day meeting to their calendar to avoid appointments being booked during that time. Staff who are requesting to take extended vacation time (more than 5 business days) should consult with department leadership. All requests are subject to approval.

Calling Out Sick

Email and text message notifications should be sent to a staff member’s immediate supervisor indicating they will be out sick at least one hour before their designated shift. Supervisors should alert departmental leadership and front desk staff. The Office Manager will add the day to the SharePoint calendar in the format “STAFF MEMBER NAME – SICK DAY.”

Out of Office General Policy

Staff will have the option to either self-monitor their inboxes while out of office or utilize the mail forwarding option in Outlook. To ensure the highest level of customer services and to help assist our students, staff choosing to not opt into the mail forwarding option will be expected to check their email daily and forward specific student needs to the appropriate individual(s) to assist. Staff who wish to utilize the mail forwarding option should work with a staff member from their team who can best assist their students while they are out. To forward your mail please follow the below steps: Visit the Home Tab and select Rule: • Select Manage Rules & Alerts > New Rule • Apply rule on messages I receive, click next • Allow rule to apply to all messages, click next • Forward it to people or public group, click next • Enter the staff member’s information you are forwarding your messages to. Staff members that are receiving the forwarded mail should send a follow up email to the student that can be forwarded along to the coach upon their return if additional assistance is needed.

Cohort Facilitation Guide Updated July 2021

All-Staff Days

Departmental leadership reserves the right to indicate days in which all staff must be in the office. These include but are not limited to: admission and open house events, new student orientation programs, registration periods, add/drop dates, and other key university events. In addition, staff may be asked to work during holidays, snow days, or other days to support the continued operation of the University. Departmental leadership will communicate needs in advance of days when possible.

Family Educational Right and Privacy Act (FERPA)

Every year, Long Island University informs students of their rights under the Family Educational Rights and Privacy Act of 1974, as amended. Long Island University complies with this federal statute which affords students over 18 years of age, or attending a post-secondary institution ("eligible students") certain rights with respect to their educational records. These rights include: 1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. Students should submit to the Office of the Registrar written requests that identify the record(s) they wish to inspect. The Office of the Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records requested are not maintained by the University, the Registrar shall advise the student of that fact. If the records are maintained by another University Official; the Office of the Registrar will advise the student of the correct official to whom the request should be addressed. 2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the Registrar to amend a record that they believe is inaccurate or misleading. They should write the Registrar, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. 3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. An exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Long Island University Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance FERPA committee; or assisting another school official in performing his or her Cohort Facilitation Guide Updated July 2021

tasks. A school has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. 4. In accordance with the Act, the following directory information will be released upon request, unless a written notice to the contrary is received by the Office of the Registrar: • • • • • • • • • • •

Name Dates of Attendance Enrollment Status Class Major Awards Honors Degrees conferred Past and present participation in officially recognized sports and non-curricular activities Physical factors (height, weight) of athletes Previous educational institutions most recently attended

5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, S.W. Washington, D.C. 20202-4605 This notice is not intended to be fully explanatory of students' rights under the Family Educational Rights and Privacy Act. Copies of the Long Island University Compliance Policy and the Family Educational Rights and Privacy Act are available from the Registrar's Office.

Cohort Facilitation Guide Updated July 2021

ACADEMIC SUCCESS Selecting a Major

Selecting a major can be a difficult decision for students coming to college. Coaches will assist students on their cohorts to determine a Major path that is best suited for their career choice. Students should select a major no later than sophomore year to allow ample time to complete degree requirements while also giving them time to explore areas of study before finding a major of their choice. All Transfer Students with more than 60 credits should have a declared major before beginning classes. When assisting a student with selecting a major the coach should work with the student to determine a list of career goals, strength and weaknesses, and general interest. After determining interest, the coach should review a list of potential major options with the students as well as requirements for the degree. A Change of Plan-Subplan form, found on the LIUShare, should be submitted to Registrar via email for processing. A full list of majors and requirements can be found in the Academic Bulletin. Academic Plan and Subplan codes can be found using the “What-if” function of the Degree Audit. Instructions on how to run a “What-if Audit” can be found on page 29.

Selecting a Minor | Only Students Enrolled Fall 2020 or Prior

Any student enrolled as of spring 2021 are no longer able to declare minors. Only students admitted fall 2020 and earlier are able to declare minors. Coaches should advise to select a minor that can complement their major or one that rounds out their education. A Change of Plan-Subplan-Minor form, found on the LIUShare, should be submitted to Registrar via email for processing. A full list of minors and requirements can be found in the Academic Bulletin and codes for each minors can be found on LIUShare.

Changing a Major

Coaches will assist students in determining what majors will least affect their plan of study when they decide to change their major. Coaches utilize the “What if Audit” to help students figure out the best path when changing majors. If a student plans to change majors all options should be explored to substitute courses that they have already taken in order to help create a smooth transition and not overload students with unnecessary courses.’ A Change of Plan-Subplan form, found on the LIUShare, should be submitted to Registrar via email for processing. A full list of majors and requirements can be found in the Academic Bulletin and codes for each majors can be found on LIUShare.

Cohort Facilitation Guide Updated July 2021

The Core

Incoming students are required to complete a set of core courses from all areas of study within the university. Trainings will be conducted to ensure staff is up to date with core requirements.

Pre-Requisites

A pre-requisite course is a course that must be successfully completed prior to being allowed to move on in the course sequence. Pre-requisites can be found when searching PeopleSoft in the course description or by referring to the plans of study.

Academic Bulletin

Long Island University issues two types of Academic Bulletins - the Undergraduate Bulletin and the Graduate Bulletin. These catalogs contain information on degree programs, course descriptions, admission and degree requirements, and other important information. LIU academic programs undergo continual review to ensure students receive the most up-to-date curricula and preparation for their field of study. Information in the Academic Bulletins are subject to change. Coaches should refer to the Academic Bulletin as well as the “Degree Audit” to determine what courses are required for degree completion.

Relationships with Academic Affairs & Faculty

Coaches should maintain a professional working relationship with Academic Affairs and Faculty. Coaches should build relationships with Faculty members from departments they work with to ensure smooth transitions through the process for students experiencing issues. If additional assistance is needed with an academic department, departmental leadership should be brought into the conversation to assist further. All departmental communication for academic information should be directed to department leadership to ensure all information is disseminated properly.

Academic Calendar & Exam Schedules

The Academic Schedule and Final Exam Schedules can be found online for both campuses. The calendar includes add/drop and withdrawal dates, open enrollment dates, class holiday closures, and first and last days of each semester. Brooklyn - https://www.liu.edu/Brooklyn/Enrollment-Services/Registration/Academic-Calendar Post - https://www.liu.edu/CWPost/Enrollment-Services/Registration/Academic-Calendar Absence Due to Religious Observation Under § 224-a of the NYS Education Law: "Any student in an institution of higher education who is unable, because of his or her religious beliefs, to attend classes on a particular day or days shall, because of such absence on the particular day or days, be excused from any examination or any study or work requirements. It shall be the responsibility of the faculty and of the administrative officials of each institution of higher education to make available to each student who is absent from school, because of his or her religious beliefs, an equivalent opportunity to register for classes or make up any examination, study or work requirements which he or she Cohort Facilitation Guide Updated July 2021

may have missed because of such absence on any particular day or days. No fees of any kind shall be charged by the institution for making available to the said student such equivalent opportunity." Students who anticipate being absent because of a religious observance should, whenever possible, notify faculty in advance of such anticipated absence.

Online Course Evaluations

Course evaluations are available in a convenient, efficient, and student-friendly online format to all students for all courses. Evaluations will typically be available in the final ten (10) days of each semester. Students can complete the evaluation online from anywhere at any time between these dates. In order to access the evaluation, students should click on the icon that will appear in each course’s navigation menu in Blackboard with a link to course evaluations. A direct link to the evaluation will also be emailed to each student. All responses are anonymous and cannot be linked back to the student in anyway. Coaches should strongly encourage students to complete all course evaluations each semester.

Cohort Facilitation Guide Updated July 2021

COHORT MANAGEMENT Every staff member will be assigned a cohort of students. The size and student type may vary depending on departmental needs, specific student groups, a staff member’s ancillary responsibilities and other factors. The following is an overview of cohort caps per staff member title: Success Coach Athletic Success Coach Associate Director(s) / LIU Promise Director(s)

150 200 150 75

Enrollment Services Coach Coordinator of Enrollment Services Assistant Director(s), Enrollment Services Associate Director(s), Enrollment Services Director(s)

350 200 200 200 75

Student Affairs Check-in App

Coaches should download the Student Affairs Check-in App onto their departmental cellphone or iPad. All student interactions should be logged into the app including registration appointments and meetings. Coaches should utilize the comments section after each appointment or meeting to track student history. Coaches should provide detailed notes from their meeting in the notes section below the category. These notes will be used by other members of the university to ensure all departments are aware of student situations and history. How to Download Install the app from https://webapps2.liu.edu/promise/ Follow the instructions on this page to authorize the app access. • Login with your LIU Employee Credential • Search students by name or EMPLID • Select the student, this will bring you to the Student Information page where you can select a category and add notes

Assignments

Departmental leadership will assign unassigned students every Friday and more frequently during peak registration times. All new students will be assigned a Success Coach or Enrollment Services Coach at least one (1) month prior to the beginning of the semester.

Cohort Facilitation Guide Updated July 2021

All assignments will be made in accordance with the pre-determined cohort logic determined by departmental leadership. Assignment logic and staff member assignments are subject to change when in the best interest of students or department operations. New student assignments will be sent to staff members immediately after the assignment is made. Coaches should reach out to new students and welcome them to the University once they are assigned to the cohort.

Change of Coach Request

Students may request to change their Coach at any time. When possible, an Associate Director or departmental leadership should try to meet with the student to determine if the concern can be corrected. A change should always be granted when a student is visibly upset, feels uncomfortable, or their academic success or progress is deemed hindered. In all instances, departmental leadership and supervisors should address the student’s concerns with the staff member and document as necessary.

Coach Vacancy

In the event of a vacancy in a Success Coach or Enrollment Services Coach, students will be assigned to another staff member in the same department until a replacement is identified. Success Coaches and Enrollment Services Coaches are responsible for all students temporarily on their cohort in the same manner as their actual cohort. Departmental leadership will re-assign students on the same day that a staff member departs the University and reach out to the students with the sample email below and cc the temporary coach: Dear [Insert Name], I hope you are having a successful semester. As you are aware, your (Success Coach/ Enrollment Services Coach) is no longer with LIU and we are currently searching for a new, outstanding individual to fill this role. It is important to us that you receive the same level of support and advisement while we search for a new coach so we have identified a staff member to assist you in the meantime. During this transition, your (Success Coach/ Enrollment Services Coach) will be (INSERT NAME) who is copied on this email. As a reminder, you can schedule an appointment with your coach by clicking here (hyperlink to scheduling system) or by calling (insert office phone number). As always, our entire team is here to help and support you with anything you need at LIU. Please call or email me directly with any questions. Cohort Facilitation Guide Updated July 2021

Coach Communication Plan

Coaches should be in constant communication with their students to help them navigate every aspect of their student experience. IMMEDIATELY AFTER ASSIGNMENT

Welcome to LIU, Coach Introduction Key information: How to Reach Coach (office number, email, cellphone (if applicable), scheduling link

BEFORE FIRST SEMESTER

New Student Orientation & Convocation, Campus Programs, Immunizations, Class Schedule, Setting Up MyLIU

FIRST WEEK AT LIU Complete Census

On-Campus Jobs, Student Life and Clubs, Creating a Resume, Ordering Books, Navigating Campus

AUGUST/ SEPTEMBER

Student Life: Join a Student Organization, Welcome Week Programs, On-Campus Jobs, Athletic Events, SGA Elections, Parking Passes, Immunizations, Greek Recruitment Academic Affairs: Complete Census and Confirm Arrival, Add/Drop Deadline, Buying Textbooks, Understanding the Syllabi Financial Aid: Accepting Financial Aid, Bill Clearance & Payment Plan, Verification, Work Study

OCTOBER

Student Life: Attend Homecoming, Blood Drives, Midnight Madness, Other Campus Traditions and Athletics Academic Affairs: Pre-Registration and Registration for Spring Semester, Address Early Alerts Financial Aid: Complete FAFSA for Current Year, Bill Clearance for Spring Registration, Verification

NOVEMBER

Student Life: Upcoming campus events, Relay for Life Kick-off Academic Affairs: Registration for Spring Classes, Withdrawal Deadline, Resume Completion Financial Aid: Complete FAFSA for Next Year, Bill Clearance for Spring Registration, Verification

Cohort Facilitation Guide Updated July 2021

DECEMBER

Student Life: Upcoming Campus Events, Holiday Lightings, LIU Cares Programming, Residence Hall Closings, Resident Assistant/ Orientation Leader Applications Academic Affairs: Registration for Spring Classes Financial Aid: Complete FAFSA for Next Year, Bill Clearance & Payment Plans for Spring Registration and Move-in, Verification

JANUARY

Student Life: Upcoming Campus Events, Residence Hall Openings, Welcome Week, On-Campus Jobs, and Greek Recruitment Academic Affairs: Complete Census and Confirm Arrival, Add/Drop Deadline, Buying Textbooks, Understanding the Syllabi, Apply for Graduation Financial Aid: Complete FAFSA for Next Year, Bill Clearance and Payment Plans, Verification, Work Study

FEBRUARY

Student Life: Upcoming Campus Events, LIU Cares Month, On-Campus Events, and On-Campus Jobs Academic Affairs: Pre-Registration and Registration for Spring semester, Address Early Alerts Financial Aid: Complete FAFSA by February 15th, Bill Clearance for Fall Registration, Verification

MARCH

Student Life: Upcoming campus events, Blood Drives, Alternative Spring Breaks, Senior Photos, and Room Selection Academic Affairs: Pre-Registration and Registration for Spring Semester and Summer, Address Early Alerts Financial Aid: Bill clearance for Fall Registration, Bill Clearance for Graduation, Verification

APRIL

Student Life: Upcoming Campus Events, Grad Fairs, Spring Concert, Relay for Life, Leadership Receptions Academic Affairs: Registration for Spring Semester, Address Early Alerts, Withdrawal Deadline

Cohort Facilitation Guide Updated July 2021

Financial Aid: Bill Clearance for Fall Registration, Bill Clearance for Graduation, Verification, Accept New Year Financial Aid MAY

Student Life: Upcoming Campus Events, Commencement, Senior Week, Residence Halls Closing, Summer Housing Academic Affairs: Registration for Fall Semester Financial Aid: Bill Clearance for Fall Registration, Bill Clearance for Graduation, Apply for PLUS Loan and/or Private Loans, Verification, Accept New Year Financial Aid

JUNE

Academic Affairs: Complete Junior and Senior Reviews, Registration for Fall Semester Financial Aid: Bill Clearance for Fall Registration, Apply for PLUS Loan and/or Private Loans, Verification, Accept New Year Financial Aid

JULY

Student Life: New Student Orientation, Residence Hall Opening and “What to Bring” Academic Affairs: Complete Junior and Senior Reviews, Registration for Fall Semester Financial Aid: Bill Clearance for Fall Registration, Apply for PLUS Loan and/or Private Loans, Verification, Accept New Year Financial Aid

Email and Text Templates

In order to implement the Communication Plan, communication templates are provided by departmental leadership. Coaches are responsible for regularly checking their student’s accounts, identifying areas of need, and communicating other necessary items not listed in this plan.

Cohort Reviews

Cohort Reviews begin three (3) weeks after Open Enrollment begins. They will continue through the end of the semester every other week. Departmental Leadership will conduct cohort reviews with the coach and their supervisor. Team leads should follow up with the staff member in their bi-weekly one on one to keep up on their cohorts. Cohort Facilitation Guide Updated July 2021

Cohort reviews will be conducted mid-semester with the Associate Dean of Students, Departmental Leadership and the Vice President of Student Affairs.

Junior & Senior Reviews

Staff members should review all Junior and Senior accounts in June and July prior to the start of the term. This review confirms the student’s pre-existing academic plan and ensure all audit discrepancies have been satisfied, transfer credits have been applied, and that the student is aware of all remaining requirements. When completing a review, the coach should fill out a “Degree Audit Review” form to be reviewed with the student at their first meeting of the semester. This form should be signed by both the staff member and the student to be filed and uploaded to ImageNow.

Suspension and Dismissal Review

At the conclusion of each spring, The Academic Standing Committee reviews each student’s record to ensure they have met the academic requirements as stated in the Undergraduate Bulletin. If a student wishes to appeal their suspension, they must: •

• • •

Submit a letter to the Academic Standing Committee explaining why the Committee should reconsider the suspension. The student should include any pertinent documentation that supports their explanation. Submit a letter of support from the chairperson of the student’s major department. These materials must arrive at the Academic Standing Office as soon as possible (Emails will be sent by the Registrar each term as to the exact deadline). Late materials will NOT be accepted.

If the student chooses not to appeal or their appeal was denied, they may apply for readmission. The requirements for readmission are: • • • •

Students should refer to the notification sent from the Registrar office with regards to credits and GPA needed for the next term Submit an official transcript from that institution Submit a personal letter of intent, indicating their desire to continue their studies at LIU Post Submit a written letter of support from the chairperson indicating the students eligibility to pursue that major

Applications for reinstatement and supporting documentation must be received by the Academic Standing Office no later than two weeks prior to the first day of classes for the semester for which you are seeking readmission. Cohort Facilitation Guide Updated July 2021

Any documentation (appeal letters, transcripts, readmit applications, etc.) should be emailed to the academic standing committee via email.

Degree Audit Review

A degree audit is an analysis of your student’s academic progress towards degree completion. Coaches should regularly review all students on their cohorts audit to make sure they are advising them correctly and the student is on track to graduate. Registrar determines a student’s eligibility to graduate pending completed courses on their audit. When reviewing the audit keep in mind, total number of credits completed and liberal arts credit counts do not update until the semester concludes. It is important to keep in mind total number of credits currently in progress to ensure you are keeping students on track. Coaches should ensure at the end of each semester any submission or waivers granted are updated in the system, transferred credits are updated, and courses are reading as completed in the audit. Coaches should also cross reference the Academic Bulletin for any discrepancies and communicate with the Registrar to ensure the students degree requirements are reading accurately.

Cohort Facilitation Guide Updated July 2021

How to Run a Degree Audit

Select “Transcript Request”

Select “Add New Value”

Cohort Facilitation Guide Updated July 2021

Under the Request Header Tab, change the “Transcript Type” to AUDIT and “Override Service Indicator.”

Next, switch to the Request Detail Tab and enter a student’s ID number.

Click on “Process Request” to Run the Degree Audit.

Cohort Facilitation Guide Updated July 2021

Academic Advisement Report

This report would be run by a coach if a student cannot view their academic requirements from their My Center page. Once completed by the coach, the student will be able to view their academic requirements through their portal. To run this report, log into PeopleSoft and select: Main Menu > Academic Advisement > Student Advisement > Request Advisement Report (enter student ID number and report type = Audit). On next page, Process Report

What-If Degree Audit

If a student expresses interest in changing majors a “What if Audit” should be conducted to see where all current courses can be applied as well as to determine what additional courses the students will need. A “What-If” audit will show a student’s progress towards any program.

How to Run a What-If Degree Audit

To run a “What if Audit”, go to PeopleSoft and select Records and Enrollment > Transcripts > Transcript Request > Add a New Value. Under the Request Header Tab, change the “Transcript Type” to AUDIT and check “Override Service Indicator.” Next, switch to the Request Detail Tab and enter a student’s ID number. Click on “What-if Analysis” and select the “Quick What-If”

Fill in the below information to generate the “What-If Audit” Career Information Current Career: Cohort Facilitation Guide Updated July 2021

Leave blank 29

What if Career: Undergraduate or Graduate Career Requirement Term: Select Students Requirement Term Requirement terms can be found in the Academics Section on PeopleSoft Program Information Career Nbr: Leave as is Program Requirement Term: Select Students Requirement Term What-If Program: Select school in which the desired major is in. The school must have “C” in front for Post Campus and “B” for Brooklyn Campus Plan Information Current Plan: Leave blank Plan Requirement Term: Select Students Requirement Term What-If Plan: Find desired major. The major must have a “C” in front of it for Post and a “B” in front for Brooklyn Campus. If a program has a minor, “MIN” will be included in the name of the program. Sub-Plan Information Current Sub-Plan: Leave blank Sub-Plan Requirement Term: Select Students Requirement Term What-If Sub-Plan: Choose the sub-plan This will be used for programs that have built-in sub-plans/concentrations. (Business Administration, Health Sciences, Sociology, etc.)

Cohort Facilitation Guide Updated July 2021

Select “OK” and click “Process Request” on the following page

Plans of Study

A plan of study is a recommended course plan for students to follow for their degree completion. Students do not need to follow this exact plan, but are able to use this as a guide to complete their degree. These plans will provide coaches pre-requisite courses required to help better inform and advise students through their academic program. As always coaches should defer to the Degree Audit to ensure students are remaining on track to graduate. LIU Promise and Enrollment Services are responsible for updating four-year plans each summer by comparing them with the Academic Bulletin and Degree Audits. After review LIU Promise and Enrollment Services should have all plans verified by the academic departments to ensure accuracy.

Cohort Facilitation Guide Updated July 2021

Study Abroad

Study Abroad opportunities are offered at Long Island University through LIU Global as well as other study abroad agencies. Students attending either campus are able to study abroad at one of the four Global locations during their time at LIU. Students interested in studying abroad through LIU Global should schedule a meeting with their coach to review their academic requirements and determine what semester works best for the student to travel. After reviewing the student’s plan, the coach will fill out the Approval Form to Study Abroad with LIU Form and select the course the student intends to take. Once courses are selected coaches should work with academic departments to determine equivalences for the course prior to sending them to meet with a LIU Global representative to continue their registration process.

Grading

All instructors at the campuses of Long Island University may assign the following grades for undergraduate and graduate courses: Grade A AB+ B BC+ C CD F

Point Value 4.00 3.67 3.33 3.00 2.67 2.33 2.00 1.67 (undergrad only) 1.00 (undergrad only) 0.00

Cohort Facilitation Guide Updated July 2021

Grade W UW INC

Point Value Official Withdraw (not used in GPA computation) Unofficial Withdraw (not used in GPA computation) Incomplete (not used in GPA computation)

IDENTIFYING STUDENTS AT-RISK The term “at-risk” refers to a student who is considered to have a higher likelihood of not persisting at the University for various reasons including, poor academic success, financial concerns, a negative campus experience, or other personal factors. LIU Promise Success Coaches and Enrollment Service Coaches are at the front lines of guiding and assisting students who are considered, or have indicated, that they may be at risk to leave the University. The following are some examples of factors that may indicate a student is at-risk to not continue their academic pursuits or discontinue at LIU: • • • • • • • • •

Poor academic progress, failing or incomplete grades Receipt of one or more early alerts No student involvement and not socially connecting to campus Change in behavior or communication to coach Large unpaid balance or frequent late payments Missing documents or requirements (ie: immunizations, transcripts, etc.) Failure to register for next semester classes in prescribed timeline Lack of communication to coach after several attempts Personal, family, or other matter affecting student’s mindset or progress

Cohort Facilitation Guide Updated July 2021

•

Any communication with student that is perceived to be self-identifying as at-risk or considering transferring.

Coaches should be informed about all aspects of a student’s story, including, personal commitments and family life, distance to campus, disability and health concerns, outside employment, and other factors that may have an effect on overall success.

Elevating Students At-Risk

Success Coaches and Enrollment Services Coaches are responsible to notify their supervisor and departmental leadership as soon as they become aware that a student may be at-risk. Students will be elevated in accordance with the At-Risk Flow Chart. Students deemed at-risk should be elevated same business day that a professional staff member becomes aware. When notifying a supervisor or departmental leadership, staff should get as much information as possible from the student. Coach

Team Lead

Department Leadership

Associate Dean

VP Student Affairs

Senior Leadership

Collaborating to Retain Students

In addition to utilizing departmental leadership, Associate Dean of Students, and the Vice President of Student Affairs additional assistance should be requested by campus partners to help retain a student. Some example provided below: · Director of Athletics or Athletic Coach · Dean of Academic College · Director of Enrollment Services (financial aid) · Student Life Advisor (Greek Life or Resident Director) · Director of HEOP/ HOPE Scholars

At-Risk Report

An At-Risk Report is maintained by each department beginning two weeks after Open Enrollment begins and should be considered an ongoing live document. Coaches and are responsible for entering accurate information and keeping the spreadsheet updated at all times. Coaches should log information from each encounter on the At-Risk Report to show consistent out reach. The At-Risk Report is used by senior leadership to outreach and assist students and in the facilitation of Cohort Reviews.

Cohort Facilitation Guide Updated July 2021

Early Alert System

Long Island University utilizes a digital Academic Early Alert System. The system becomes available during the second week of classes and remains available until the end of the semester. Early alerts allow instructors to notify a student's Coach about academic performance, attendance, and other related issues in undergraduate courses. Coaches will communicate with the student about their performance. Early alerts are an essential component of the undergraduate retention strategy. Early Alert Deadline 1. Second Week of Class 2. Fourth Week of Class 3. Fifth Week of Class 4. Eighth Week of Class

Focus Report On Attendance Attendance Assignments & Participation Midterm Progress

When a student receives an Early Alert from a faculty member, it arrives in the form of an email instructing them to make an appointment with their coach. The staff member receives an email with the student’s name, ID number, course information, professor information, and the concern about the class. When a coach receives an Early Alert for a student, they should: • Reach out to the student to schedule a meeting about their early alert • Meet with the student to discuss improvements to performance in the class and create an action plan with the student • Suggest services that may help the student better class performance • Encourage the student to send a follow up to the professor about the meeting including a detailed plan of action

Academic Probation

Students placed on Academic Probation (PAP indicator on their account) should be supported to improve their GPA. It is recommended that students on PAP be advised to take 12 credits to remain full-time, but take less than the typical 15 credits to help them bring their GPA up to get off of probation. If a student is in danger of losing their financial aid, they will be asked to fill out an SAP form (see the financial section of the manual for more information). Coaches should utilize the Academic Success Plan worksheet with students who have a PAP holds to help them create a plan for success. The worksheet can be found on the LIUShare. Students who are on Academic Probation should meet with their advisor every other week to maintain progress toward improvement.

Dropping Classes or Withdrawing Cohort Facilitation Guide Updated July 2021

Students who choose to drop classes before the add/drop deadline or withdraw must be encouraged to do so via their MyLIU account.

Withdrawals

In the instance that a student is unable to withdraw from their classes via their MyLIU portal, students can withdraw from a class via the Official Withdrawal Application Form found in LIUShare and can submit it in person, by fax, or by email to the Office of the Registrar using the following schedule: • • • •

Complete Term/Session Withdrawal – students may withdraw from the University prior to the start of finals, although the effective date of withdrawal is that on which all forms are completed, signed, and returned to the Office of the Registrar. Summer Session Withdrawals – Students may withdraw from the University prior to the start of finals for the session, although the effective date of withdrawal is that on which all forms are completed, signed, and returned to the Office of the Registrar. Winter Sessions Withdrawals – Students may withdraw from the University on or before the seventh day of the session, although the effective date of withdrawal is that on which all forms are completed, signed, and returned to the Office of the Registrar. Course Withdrawals/Partial Withdrawals – Students may withdraw from one or more classes through the 10th week of the term. Specific dates are sent via email to staff from the Registrar and can be found in the University bulletin.

Withdrawal Appeals

If a student would like to appeal charges or the date in which the student withdrew from classes, the student should fill out an Appeal Form for Student Withdrawals, found on the LIUShare. The student should also include written statement and supporting documentation with the form to the Registrar’s Office. An appeal may be submitted within one year following the end of the semester in which the course(s) was taken. Adjustments may not be made until after July 31st of the following year in accordance with the Department of Education regulations. Once submitted, appeals are reviewed by the Withdrawal Appeals Committee and outcomes will be communicated in writing to the student within 10-14 business days unless additional documentation is needed.

Leave of Absence

A student who wants to temporarily discontinue their studies at the University may maintain degree status and ensure that their degree requirements will remain the same by taking a leave of absence for a maximum total of 180 days in any 12-month period. A degree candidate who is granted a leave of absence does not need to be readmitted to the University upon returning to their program of study. Students are not permitted to attend another college or university while on an official leave of absence. Cohort Facilitation Guide Updated July 2021

A student must meet the following requirements to be eligible for a leave of absence: • Be a degree seeking undergraduate or graduate student • Be registered for the semester immediately prior to the beginning of the Leave of Absence • Be in good academic standing, on probation, or on continuing probation with his/her college • Have no holds (i.e. disciplinary or financial) which would restrict registration • Submit a formal written and signed Leave of Absence application form, which specifies the reason for the student's leave. This form is found on LIUShare and submitted to Enrollment Services.

Re-Admittance

Students who stopped attending LIU for one or more regular semesters (fall or spring), and wish to return, must file an application for readmission. If a student has been out of attendance for more than five years, official transcripts from previous colleges may be required. Academic Forgiveness Students who have not enrolled for at least five years have the option to be readmitted with the following provisions: • The student must follow the current LIU Undergraduate or Graduate Bulletin at the time they are readmitted. • All courses and grades received prior to the date of readmission will remain on the student's permanent record, but will not be computed into the student's academic average. • Only courses completed prior to readmission in which a "C" or better was earned will count toward the student's graduation requirements. However, these grades will not be computed into the student's academic average. • Courses completed prior to readmission in which a “c-“ or lower was earned will not count toward graduation requirements nor will they be included in the computation of the student’s academic average. • This option, once chosen, cannot be rescinded.

Inter-Campus Change

Students who wish to transfer from one LIU campus to another LIU campus must fill out an Inter-campus Change form and submit it to the Office of Admissions on the campus they are transferring to. Once the form has been approved by the Office of Admissions, the student’s career will be switched to the new campus and the student will be referred to LIU Promise and/ or Enrollment Services to discuss the student’s new academic plan as well as financial aid package.

Cohort Facilitation Guide Updated July 2021

REGISTRATION PROCESS Pre-Registration Process

Two week prior to the start of registration Coaches will begin pre-registration appointments. During this time coaches are expected to schedule individual appointments to review each student’s current degree progress and create a class schedule for the upcoming semester. At this time Coaches should review the student’s degree requirements on their MyLIU to ensure they are tracking their progress and understand their specific requirements. Coaches should then advise their student on how to complete the self-enrollment process, search for courses, enter permission codes, and finish enrolling once registration opens. Coaches should assist students with holds on their account to ensure once registration opens, the student is able to register.

Self-Registration Policy

Student’s registration opens with priority registration for Student Athletes and Honors. After priority registration ends, registration opens for students pending credit completion. Students must self-enroll on their MyLIU account in the enroll section. Coaches should not quick enroll a student simply for expediency. If a student is registering during an appointment with a coach, the staff member should log the student into their MyLIU and walk them through the process. Cohort Facilitation Guide Updated July 2021

A permission code should be used for when a student has a hold. Enrollment Cards should only be used when absolutely necessary.

Late Registration

Students not enrolled by the start of the term can enroll in courses through the add/drop period with no additional approvals needed on their MyLIU with the exception of lab sciences which can only be added during the first week of classes. Students wishing to enroll after the add/drop period must receive permission from the instructor of the course, Department Chair, and the Dean of the School that administers the course. Students must submit an enrollment card to Enrollment Services for processing once permission from all parties is received.

Add/Drop Policy

Add/Drop is the period at the beginning of the term when students can add or drop courses without financial liability. After the add/drop period students are financially liable for courses dropped. Below is a refund schedule for liability.

Add/Drop Refund Schedule Timeline

3rd Week of Classes

4th Week of Classes

5th Week of Classes

Refund

50%

25%

No Refund

Liability

50%

75%

100%

Financial Holds

Financial Holds are listed on the students MyLIU account and can be found on the coaches’ side on PeopleSoft. Financial holds restrict students from registering from courses. Coaches should assist students with the process to clear financial holds.

Course Waitlists

LIU Promise and Enrollment Services maintain a waitlist for students who are closed out of courses and are required for them to graduate on-time. Waitlists are shared with academic departments to determine course offerings and to advise students when openings occur. The course waitlist should always be the 1st course of action if a student is attempting to register for a closed course. Students should only request to be over-enrolled into closed sections if there is not enough interest on the waitlist to post a new section. Cohort Facilitation Guide Updated July 2021

Permission Codes

Permission codes are generated each semester for all courses scheduled. When a student cannot self-enroll for any of the reasons listed below, the Chair of the Department can provide a permission codes for the student to utilize the self-enroll feature on their MyLIU. Coaches should assist students in the registration process to ensure they are aware of how to enter a permission code. Prior to adding a class into their “shopping cart” student can enter the permission code on the top right-hand side of the screen to ensure successful course registration. Departments can provide permission numbers to override the following: · Closed class (over tally) · Missing Pre-requisites · Consent required · Career restriction (allow undergrad to take grad class) Though permission codes override the above issues they do not override Service Indicators.

Enrollment Cards

Generally speaking, Coaches should not be using enrollment cards. In rare cases, when a coach must manually enroll a student an enrollment card should be filled out and submitted to Enrollment Services for filing or processing.

Undergraduate Course Substitution/Waivers

Students requesting permission to substitute or waive degree requirements must receive permission from the chair of their major or department. Once approved the Coach should assist the student in filling out the “Undergraduate Substitution/Waiver Form” and submit it to Academic Standings via email with Chair signature for processing. Undergraduate Substitution/Waiver Forms must be completed immediately once a change is approved for a student’s requirements. This will help avoid issues with degree clearance in the future.

New Requirement Requests

Student wishing to follow the new bulletin requirements must fill out the “Request to Follow New Requirements form” and submit via email to the Registrar.

VISA Policy

Brooklyn Campus Permission to take courses at another metropolitan institution will not be granted if the courses are being offered at LIU Brooklyn. Students on probation are not permitted to take courses at another institution. The signature of the department chair (or authorized representative) is NOT permission. Final approval can be granted by the Dean of the College of the student's major. Cohort Facilitation Guide Updated July 2021

After reviewing the student's transcript, the Dean may limit the number of courses the student may take at another institution. Normally, no more than six transfer credits will be granted at the graduate level. Post Campus Students are permitted to take a maximum of 9 credits off campus during their entire academic career at the Post Campus. Once students hit senior status (90 credits) courses cannot be taken outside of the university. Coaches should assist students with filling out the Visiting Student Authorization (VISA) form and submit them to Academic Standing Committee for final approval. Any major/co-related class that a student wishes to take off-campus must be approved by the department chairs. The VISA must be signed by the major chair for all major and co-related courses and department chair for co-related courses to be approved by the Academic Standing Committee.

Core Substitutions

Students with at least 24 transfer credits who have an excess number of liberal arts credits can be approved to use them to satisfy a limited number of core requirements. Only “excess” Liberal Arts credits that cannot be used to satisfy major OR elective requirements may be used to waive a student’s core requirements. Core Substitution forms must be approved by the department and submitted to Registrar via email.

Registration Appointments

Coaches should discuss topics during registration appointments included but not limited to degree requirements, departmental policies, transfer credits, licensure or certification requirements, suggested plan of study, suggested sequence of classes, requirements for graduation and other culminating experience. During these appointments coaches should advise their student on how to complete the selfenrollment process, search for courses, enter permission codes, review their degree requirements on their MyLIU, and finish enrolling. Coaches should assist students with holds on their accounts to ensure once registration opens, the student will have already cleared any negative service indicator prohibiting them from registering.

Transfer Credit Policies Cohort Facilitation Guide Updated July 2021

LIU Students can transfer up to 72 credits from a community college and up to 96 credits from a four year university or institution upon Admission to the University. Students transferring with over 72 or 96 credits should be reviewed to ensure the courses that are transferring in match up with their degree of choice. Grades below a C- are not accepted, unless the student has earned a degree. • Associate degree holders are eligible to have all their credits transferred • Holders of AA or AS degrees are deemed to have satisfied ALL general core requirements. • Courses that do not clearly satisfy program requirements/equivalencies may be utilized as electives and are worthy of credits

IB/AP/College Credits & Accepted Scores

LIU offers 6 to 8 college credits for each score of 4 or higher on I.B. Higher Level examinations. Advanced Placement credit is awarded to entering students who submit their score through College Board and meet required scores.

CLEP

Students who receive the required scores on the CLEP examinations will receive introductory level college credit for the specific area.

NEW STUDENT PROCEDURES New Student Checklist

Cohort Facilitation Guide Updated July 2021

Accepted Students Day/Open Houses

LIU Promise Success Coaches and Enrollment Service Coaches serve as ambassadors for the University at all Accepted Students Days and Open House events. Coaches play an integral role in recruiting new students and their families by providing exemplary customer service and assisting them in navigating the class registration process. Staff for each event will be determined by department leadership.

Matriculation/Term Activation

Students must be admitted and matriculated before they are able to register for classes at the University. Admitted students will submit a $200 deposit which will activate their matriculation and term activation process. If a student arrives and is not matriculated or term activated the coach should call Admissions to have them matriculated. Once matriculated, LIU Promise or Enrollment Service leadership can process the term activation.

Scheduling New Student Appointments with Admissions

During new student registration LIU Promise, Enrollment Services and Admissions will work collaboratively to schedule appointments for incoming students. If a student calls to schedule an appointment with an Admissions counselor, Admissions will add the appointment to a spreadsheet on LIUShare, indicating the student’s information and appointment time. Department leadership will review the spreadsheet and assign a coach to each appointment. Students who schedule directly with LIU Promise or Enrollment Services will receive an appointment confirmation. Appointment information should be added to the admissions excel spreadsheet to avoid duplicated outreach.

Missed Appointment Procedure

Students that miss a scheduled appointment should be indicated on the excel spread sheet for Admissions to outreach and re-schedule. An email follow-up should be sent to their MyLIU email copying the application email address to reschedule the appointment.

Course Placements

Coaches can determine Math and English placement based on the SAT/ACT scores submitted with the student’s application.

Placement Test

If a student’s score determines that they need to take a placement test, the student should be given a schedule of test dates and locations. Once the student has taken the test, it takes approximately 3-5 days for the scores to post in PeopleSoft. The scores can be found in the Student Center under the Admissions tab at the very bottom of the page. Cohort Facilitation Guide Updated July 2021

Census

Coaches are required to complete census for new students in the fall and spring semesters. Census ensures all students have arrived and are attending classes. During the first week of the semester coaches should confirm all students assigned to them are attending. Coaches should use all forms of contact to determine if the new student has arrived including text message, email, social media, classroom visits, phone calls, etc. Once attendance is confirmed the “Meet Your Coach” checklist item should be removed from their holds. Students who have confirmed they are not attending should be administratively dropped. To remove the “Meet Your Coach” hold go to Campus Community and select “Person Checklist” then “Checklist Management”. Find “PRMEET” item and select, then on Checklist Management 1 and 2 switch status to “Completed.”

Administrative Drop Process

The Administrative Drop Process is used for first-semester students only who registered but did not attend the University. For a student to be Administratively Dropped they must have 3 of the following criteria: At least one of the following: • Confirmation from at least 3 faculty of non-attendance • Verbal or written confirmation from student or parent/guardian One or more of the following: • No immunization documents submitted • Financial Aid incomplete (ex. did not accept aid, incomplete verification, no FAFSA) • No ID card usage Once a student has been identified as not attending a coach should fill out the Administrative Drop form and submit it to the Registrar via email before the first week of November to begin the administrative drop process.

Immunization Compliance

All students are required to submit Immunization forms via the online portal by the first day of classes. Coaches should continue outreach to non-compliant students to ensure all documents Cohort Facilitation Guide Updated July 2021

are submitted in a timely manner. Students who do not submit immunization forms will be suspended from campus as of October 31.

CAREER SUCCESS Long Island University aims to take students not only through collegiate life, but to prepare them for the post-college world, which includes finding a rewarding career. Holding an internship during a student’s college career provides valuable work experience (and money), experience in time management, prioritization skills, and a head-start into professional life.

Importance of Internships

Internships allow students to gain real world working experience without committing to a fulltime job. This is extremely important to do early in a students’ career for the following reasons: •

Expectations. Internships allow students to figure out if the job is what they expected. Students may begin an internship and find themselves surprised at the real-world work which may change the way they view their current career path. It is important to figure this out as soon as possible so that there is still time to change majors. In contrast, if students are still questioning what they want to do after graduation, internships can help determine what they are interested in. The more

Cohort Facilitation Guide Updated July 2021

•

students experience, the better they can determine their career goals after graduation. Experience can be more valuable than good grades upon graduation and job search. When applying to jobs after graduation, hiring managers are more likely to interview a candidate who has average grades partnered with real-world experience over a person with a 4.0 GPA and no work or extracurricular experience. Internships help students build their professional network outside of the classroom. The people they meet during an internship can potentially become coworkers, or they can assist in connecting them with other professionals when job searching. Making a good impression and staying in touch with the people they meet can be a big help down the line. Time Management. Learning how to balance and prioritize coursework and an internship is a valuable skill. This will help them later in their academic and professional careers. Full-time work. Lastly, if students find their internship to be fulfilling and they can see themselves working in that field after graduation, it is possible for the company to hire them in a full-time role if they have proven to be a valuable employee.

Handshake

LIU has a career web-based platform to provide all current students and alumni access to internships and jobs with employers. LIU Handshake connects students with jobs in many helpful ways, including acting as a job-site portal, pairing students with valuable internships, alerting students to job fairs and events, and engaging alumni employers to build rewarding relationships with students and graduates. All enrolled students already have a Handshake account created for them. To log in to their Handshake account, students should visit handshake.liu.edu and sign in with their LIU credentials.

Career Success Guide

LIU Promise and Enrollment Services maintain a Career Success Guide that provides students with information and resources on creating a resume, cover letter, interview skills, and other important tips related to succeeding in obtaining an internship or job. Coaches are recommended to review this document and discuss each student’s career goals in a dedicated career success meeting. Cohort Facilitation Guide Updated July 2021

Creating and Maintaining a Resume

Coaches are expected to work with every new student entering LIU on creating their resume. By November 1st, all new students should have worked collaboratively with their coach to create, edit, and upload their resume onto the Handshake portal.

FINANCIAL AID Satisfactory Academic Progress (SAP)

Federal regulations require students to make satisfactory academic progress (SAP) toward the completion of a degree or certificate program in order to receive Title IV financial aid, which includes Federal Pell and SEOG Grants, Federal Work Study, Federal Perkins Loans and the Federal Direct Loan Program.  Satisfactory academic progress is measured qualitatively and quantitatively by two components: a student's cumulative grade point average (GPA) and the amount of credits they have earned relative to their year in school and enrollment status. Satisfactory academic progress is measured annually, at the end of the spring semester. Students failing to meet the above criteria are eligible to appeal this decision if extenuating circumstances played a factor in their academics.  Examples of such circumstances could include an illness, accident, separation or divorce, or the death of a relative.  An appeal must be made in writing to the University and include an explanation of the circumstance(s) that may have adversely affected the student's ability to meet the academic requirements, and the changes that have occurred which will allow them to make SAP in the future.  All appeals must be accompanied by supporting documentation, such as a letter from a doctor or attorney.  If an

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appeal is granted, the student will either A) be placed on probationary status for one semester after which the student must meet SAP guidelines, or B) must be successfully adhering to an individualized academic plan that was developed for them as part of their appeal.  Failure to meet these criteria will result in loss of eligibility for Title IV funds. Students wishing to receive Title IV financial aid for summer semesters may have these awards evaluated and offered prior to a determination of SAP.  All students receiving summer aid will have their SAP evaluated after all spring grades have been submitted.  Students not making progress will have their summer aid cancelled, and the student will be liable for all assessed charges unless an appeal is filed and granted as outlined above. • UNDERGRADUATE CRITERIA The criteria below outline the progress that is required for a full-time undergraduate (non-professional) student to be considered in good standing • GRADUATE CRITERIA The criteria below outline the progress that is required for a full-time graduate (nonprofessional) student to be considered in good standing: Completion Rate Requirement All students must earn at least 67 percent of their attempted hours.  The maximum time frame to complete each degree varies by Department and is outlined in the bulletin under the specific degree program. GPA Requirement Students who have earned fewer than 13 credits must maintain a 2.5 GPA; students who have earned 13 credits or more must maintain a 3.0 GPA Professional Criteria The criteria below describe the progress that is required for a full time professional Pharm D student to be considered in good standing: Additional Information • Progress standards for part-time students are prorated based upon the criteria above. • Qualifying transfer credits are counted as both attempted and earned credits but have no effect on the GPA. • Grades of W (Withdrawal), UW (Unofficial Withdrawal), INC (Incomplete), and IF (Incomplete Fail) are counted as credits attempted but not completed, and do not affect the GPA. • Repeated classes will count only once towards credits completed. A student may receive aid for a repeated class that has been successfully completed once. Cohort Facilitation Guide Updated July 2021

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Students may not receive Federal aid for classwork that exceeds 150 percent of their degree requirements.

Any departmental requirements that exceed these standards must be adhered to for the purposes of evaluating SAP.

Scholarship Appeal Rubric

The scholarship renewal model is applied only to students who submit an appeal for lost scholarships due to not meeting the required GPA in order to maintain their scholarship. This rubric should be used as a tool by the coach only to the extent necessary to ensure registration and retention of the students involved.

Outlined below is a mechanism to track lost scholarships reinstated for each of student: Proposed Rubric:

GPA of 3.0-3.199: GPA of 2.75-2.999: GPA of 2.50-2.699: GPA < 2.5:

Restore 75% Restore 50% Restore 25% Restore 0%

Scholarships

Long Island University’s scholarship programs are designed to reward students who demonstrate outstanding academic achievement in high school. We are committed to providing our students with an affordable, high-quality education and awarded over $100 million in scholarships to our most recent freshmen class. Awards are given to students who demonstrate academic achievement, athletic talent, or strong leadership as well as performers and artists. Aid is also awarded based on financial need. All first-year students are automatically considered for scholarships, renewable for up to 8 consecutive terms of undergraduate study if the student meets the specific renewal requirements, which includes maintaining full-time enrollment status and a 3.2 cumulative GPA. LIU Offers: · Merit-based scholarships · Talent-based scholarships · Endowed and Restricted Scholarships Cohort Facilitation Guide Updated July 2021

There are several need-based scholarship opportunities available to qualified LIU students. These scholarships are for first-time students who have documented financial need. Endowed and Restricted Awards are available to students who meet the pre-determined criteria. Coaches may nominate students who may benefit from additional funding to departmental leadership. These processes are facilitated in the beginning of the fall semester.

FAFSA

To apply for federal student aid, such as federal grants, work-study, and loans, student’s need to complete the Free Application for Federal Student Aid (FAFSA). Completing and submitting the FAFSA is free and easier than ever, and it gives them access to the largest source of financial aid to pay for college or career school. In addition, a student must file a FAFSA to receive LIUbased scholarships and awards. In addition, many states and colleges use a student’s FAFSA information to determine eligibility for state and school aid, and some private financial aid providers may use FAFSA information to determine whether they qualify for their aid. A student can submit a FAFSA please on the web: https://studentaid.ed.gov/sa/fafsa Long Island University School Code: 002751

New York Tuition Assistance Program (TAP)

The New York State Tuition Assistance Program (TAP) helps eligible New York residents pay tuition at approved schools in New York State. Depending on the academic year in which they begin study, an annual TAP award can be up to $5,165 because TAP is a grant, it does not have to be paid back. TAP is also available for students attending a SUNY, CUNY and not-for-profit independent degree-granting college on a part-time basis. To be eligible for Part-time TAP students must have been a first-time freshman in the 2006-07 academic year or thereafter, have earned 12 credits or more in each of two consecutive semesters, and maintain a “C” average.  For eligibility requirements, students should visit the following: https://www.hesc.ny.gov/pay-for-college/apply-for-financial-aid/nys-tap.html Long Island University Tap code: 0403 0403

Outside Student Loans

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ELMselect provides a truly neutral lender and product comparison tool you can trust.  Powered by ELM resources, a not-for-profit mutual benefit organization. Can be found online at Elmselect.com. ELMselect offers comparisons for fixed vs variable rates, total costs and fees, number of payments, and payment amounts.

Verification Process

Documents that are email, faxed or taken in at the counter should be screened for completeness including required signatures and dates and then uploaded through the LIU Document Portal: https://apply.liu.edu/documentadmin. Please DO NOT give this URL to students.  Students who want to upload the documents themselves, should use this URL: https://apply.liu.edu/documents/ Once the documents are uploaded, NOC (Network Operation Center), runs a process that moves the document to ImageNow and moves the checklist in PeopleSoft from “Initiated” to “Received”. You can then shred these documents.  This process runs every night around 3:49pm. A report is generated with the student’s name in order for their verification to be processed.

STUDENT GROUPS There are several student groups that students belong to during their time at LIU. These student groups may impact how a student is advised for classes, additional processes or requirements they must complete, and require staff to have an additional understanding of specific student needs. Some of these student groups include: • • • • • • •

Student Athletes HOPE Scholars Honors College Dean’s Scholars Entrepreneurship Fellows International Students Veteran Students

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Student Athletes

Compliance All student-athletes must be considered a full-time student. Any student-athlete enrolled in less than 12 credits is not eligible to practice/compete/participate in team-related functions. All student-athletes must pass a minimum of 6 credits per semester. To be eligible for the upcoming semester, student-athletes must pass at least 18 credits between the previous two semesters. • All student-athletes must have a minimum cumulative GPA of 2.0 • All student-athletes must meet the following progress-towards-degree requirements after each academic year Credit Requirements • After freshman year 24 credits passed • After sophomore year 40% of their credits earned going towards their declared degree • After junior year 60% of their credits earned going towards their declared degree • After senior year 80% of their credits earned going towards their declared degree (if using a 5th year, non-Graduate student) First-Year Academic Meetings During their first semester, all first-year student-athletes (transfers excluded) will meet with their Success Coach on a bi-weekly basis. The first-year student-athlete will be required to complete a self-evaluation form prior to each meeting. The meetings will consist of a review of the form (upcoming assignments, grades received, resources needed) while also addressing any other needs/concerns that the student-athlete may have. During their second semester, all first-year student-athletes (transfers excluded) not considered “at-risk” will be required to submit professor progress reports at the end of each month. At-Risk Student-Athletes A student-athlete is considered “academically at risk” if their cumulative GPA is below 2.5. All at-risk student-athletes must attend a weekly meeting with their Coach. All at-risk studentathletes are required to complete a self-evaluation form prior to each meeting. The meeting will consist of a review of the form (upcoming assignments, grades received, resources needed) while also addressing any other needs/concerns that the student-athlete may have. All at-risk student-athletes are required to submit a professor evaluation at the end of each month. A time management chart/syllabus breakdown will be created for each at-risk studentathlete, detailing all of their courses and the required assignments/exams/etc. that they will have throughout the semester. Cohort Facilitation Guide Updated July 2021

HOPE Scholars

All student admitted to LIU as a HOPE Scholar will be assigned to the Success Coach for HOPE Scholars. Benefits of the Program include: • • • • • • •

Career and Internship Connections - meet global leaders and industry executives in New York City Study Abroad Opportunities - explore the world through a unique international experience Research Collaboration - contribute toward meaningful, cutting-edge discovery Personal Mentorship - learn from a peer mentor, success coach, and successful alumni in your field Enrichment Activities - pursue educational passions through the many benefits of living in New York City Community Engagement - supplement your learning through service opportunities on campus and in the area Full Tuition - funded through LIU Scholarships & State/Federal Financial Aid

Entrance Guidelines • SAT - 1100 • H.S. Average - 90 • Expected Family Contribution = 0 • NY Resident • First Time Freshmen Continuing Criteria • Maintain 3.0 GPA • Complete 30 credits per year • 8 semesters

Honors College

Honors Colleges welcome students across all majors to engage in curriculum of academic innovation and forward-thinking learning. Students are accepted as part of the admissions process into the Honors College. Students enrolled in Honors will follow a prescribed four-year plan that includes course requirements in addition to their core and major requirements. As an honors student, students will experience numerous unique opportunities beyond the scope of the typical college student, including:

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Small, seminar-style classes and mentorships with LIU Post’s most distinguished faculty give LIU Post Honors College students opportunities to co-author published papers or present original research at national academic conferences. LIU’s proximity to New York City provides student’s access to global business leaders and top internship prospects, distinguishing them as exceptional graduate program and career candidates. Flexibility for independent thinkers. The Honors curriculum allows students to shape their own education by taking a broad range of courses outside their area of concentration, conducting independent research and thesis projects, or even designing their own major. Collegial community environment. Honors students enjoy an exclusive, contemporary space suitable for academics, social gatherings, conferences, and guest lectures, providing opportunities for intellectual support, social interaction, and leadership development. Visit key cultural destinations throughout New York City and Long Island, such as museums, art galleries, and other educational landmarks. Four LIU Post professors received J. William Fulbright scholarships to teach and conduct research abroad in 2014. LIU Post is the only master’s institution on Long Island—and one of only nine in the nation—to have four professors in the elite program. Attend national and regional conferences to present research to peers and industry professionals. Enhance international perspective through LIU Global and visit Costa Rica, China, Spain, Australia, and other corners of the world. Graduate with honors and set themselves apart in the eyes of future employers and colleagues.

Dean’s Scholars

Dean's Scholars is a four-year honors degree program for highly motivated and talented students with a demonstrated interest in various areas. Current programs include business, education, health science, and nursing. Dean’s Scholars are identified during the admissions process when applying to LIU. This program is selective and designed to include the highest academic achieving students in each program. Students take smaller courses developed specifically for dean’s scholars and complete an innovative curriculum that is built into their four year plan. Additional benefits include a closeknit community of likeminded students, networking and alumni outreach, and a cohort setting led by academic administration and faculty.

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LIU recruits international students across all majors, both undergraduate and graduate students. Each campus has a Primary Designated School Official (PDSO) and Designated School Officials (DSO). These staff members are housed in Enrollment Services. PDSO and DSO staff members are responsible for being familiar and enforcing immigration regulations relating to the requirements for admission and maintenance of status of nonimmigrant students. PDSO and DSO staff members are responsible for maintaining accurate records in SEVIS, releasing a transferring student, terminating a student for failure to maintain status, and approving the following benefits for students: • Employment • Reduced course load • Reinstatement of F or M nonimmigrant status • Post Completion Optical Practicum Training (OPT) If a coach makes a change to an international student’s program or alters the amount of credits that they are taking, it is imperative that the coach contact the campus PDSO/DSO to inform them of the change. Any inquires related to international students should be sent via email to: Post-ISS@liu.edu or Bkln-ISS@liu.edu.

Veteran Students

Overview The students who are receiving educational benefits are either veterans themselves or they are veteran dependents (child or spouse). Because of all of the branches, timelines, leadership opportunities, and ever-changing areas to serve, they are separated in “chapters”. Chapters • Chapter 30- Montgomery G.I Bill This is not as common, but we still have a few students who are part of this chapter. This applies to Veterans who began active duty service for the first time after June 30, 1985. They MUST possess an Honorable discharge. • Chapter 31- VOAC Rehab The VOAC REHAB is a Vocational rehabilitation and employment benefit. They have been discharged and apply to this program. They receive a specific counselor through the program that advises them and pays for all tuition, fees, books, and basically Cohort Facilitation Guide Updated July 2021

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anything that they need to be a successful student. You certify them normally, but then connect with Katelyn (see contacts section for more information). Chapter 33- Post 9/11 G.I Bill Chapter 33 is most common but you must focus on their PERCENTAGE. Not all students are 100% Yellow Ribbon. If they are yellow ribbon, this means that we have an agreement with the VA that we will match whatever the balance is left over after their G.I bill is processed. Chapter 35- Sgt. Fry Memorial Chapter 35 students are dependents of Veterans who have served and are either totally disabled or have died as a result of service. You still certify them normally, but the money is given directly to the student and they must pay the school with those monies. We do not receive direct checks from the VA for Chapter 35 students. Chapter 1606- Sel. Res. G.I. Bill Chapter 1607- Sel. Res. G.I. Bill This is a tuition assistance program.

Certification

To certify a student, they must first show their COE (Certification of Eligibility). This document is administered by Veteran Affairs (VA) and informs LIU how much in educational benefits a student has remaining. If a student has benefits, they complete a Pedigree Form and request for certification. A request for certification must be completed each semester after a student registers for classes, while the Pedigree must only be completed once on entry to LIU. For certification purposes, students must be full-time and their registered credits must count towards their degree progress. The student will receive notification from the VA ONCE website and will begin receiving their monthly housing allowance after a few weeks. Funds will be disbursed directly from the VA to LIU after the Add/Drop deadline. The VA will not pay directly for any funds except tuition and fees. All other charges, including mandatory dining dollars, are the responsibility of the student to pay using their VA BAH allowance. It is the responsibility of the student to submit a certification request if anything changes.

Financial Aid

As mentioned in previous sections, financial aid and enrollment services plays a big part in this process. After all, educational benefits are about the money that these students are entitled to. Depending on your role in the institution, you might not see everything on their People Soft account. It is in your best interest to contact someone in Financial Aid/Enrollment Services to Cohort Facilitation Guide Updated July 2021

be sure of what their bill is. Below are some quick ways you can check to see some general information. How to See if a FAFSA is on File: • Financial Aid • Federal Application Data o Correct 2020-2021 ISIR Records How to Check a Student’s Checklist: • •

Financial Aid View Financial Aid Status o Scroll to view checklist  Initiated: Document is Outstanding  Received: Document is received / Still needs to be reviewed  Waived: Document was determined it is no longer required  Completed: Document has been reviewed and approved / accepted

How to View Awarded Aid: • • •

Financial Aid Awards View Term Award Summary

How to See Account Charges: • • •

Student Financials Customer Accounts Enter ID o Use Account Details to drill down for specific charges; or o Click Items by Term

How to View Anticipated Aid: • • • •

Student Financials Customer Accounts Enter ID Click on Anticipated Aid o Date: Date the aid went up as anticipated aid o Apply Date: First possible date the funding can disburse Expire Date: Date disbursement will no longer be anticipated (will remove)

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REPORTS Submitting Reports

All Coaches will be responsible for providing regular reports on their registration progress and ancillary functions to departmental leadership. Examples of these reports are: • • •

At-Risk Report: This report is required to be updated consistently and can be found in the LIU Share. Weekly Report: This report will demonstrate weekly progress of each staff member towards individual and departmental goals. Daily Registration Report: During peak registration times, coaches will be required to submit a report at the end of each day with their daily progress towards student registration, clearing financial holds, and goals for the following business day.

All professional staff are expected to submit required reports by the assigned deadline and in a professional manner. Cohort Facilitation Guide Updated July 2021

Cohort Reports

On the 1st Monday of every Month, each Coach will receive their entire student cohort emailed by departmental leadership. This report will have all information for the student and should be used as an important resource for understanding the scope of the staff member’s role. Every morning, coaches will receive an automatically generated email that will include a roster of unregistered students for the next term. This report should be used to promote student registration.

ESTABLISHED PEOPLESOFT REPORTS Registration Report

This report contains all information on students, including their coach assignment. Report titled “Success Coach Report by Term” on People Soft. To run this report in PeopleSoft: • LIU Reports & Interfaces - Student Records - Success Coach Report • Run Control ID: type your initials, Enter, and click your name • Term 1: The current term • Term 2: The next term (comparison term) • Campus: B = Brooklyn, P = Post • Advisor Role: Leave this blank (you can filter later) • Click “Run”, “OK”, “Process Monitor” • Refresh until the Run Status is “Success” and then click “Details”, “View Log/Trace”, and select the excel report Cohort Facilitation Guide Updated July 2021

Registered by Term Report

This report can be used to see all students who are registered for a specific semester. This is an accurate report to show what students have not been assigned to a coach. To run this report in PeopleSoft: • LIU Reports & Interfaces - Student Records - Students Registered by Term • Run Control ID: Initials, search, click your name • Select Campus, Term, and Plan as appropriate, and click Run • Select the report you want, hit OK • Click Process Monitor • Refresh until the Run Status is “Success” and then click “Details”, “View Log/Trace”, and select the excel report

Students Registered by Date

This query is pulled according to a specific date to see all students who registered for classes on that date for a specific term. This query will pull all registrations and additions to schedules – not just new registrations, it is important to filter the results for only new or full registrations. To run this report in PeopleSoft: • Reporting Tools - Query - Query Viewer • Query Name: LIU_SR_ENROLLMENT_BY_DATE_4 • Click “Search”, “Excel” • Last Enrollment Date: the date you want info on • Comparison Date: the same date as above • Term: the registration term To filter your results to show only new, full registrations: • Delete Row 1 & Remove Duplicates • Filter “Acad Prog” by campus

Immunization Report

You can run an immunization report in PeopleSoft to identify students who still have not turned in their paperwork here: • Health Office - Immunization Report • Run Control ID: “cc”, search, select the term, Run, OK, Process Monitor • Refresh until the Run Status is “Success” and then click “Details”, “View Log/Trace”, and select the excel report

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