Frequently Asked Advising Questions

What is my advisee, with academic difficulties, expecting of me?

Of course, the only way to find this out is to ask.  This seems obvious, but how many times have you taken the time to ask some variant of these questions: "Is there some way I can help?" "How are you?" "What are your concerns?"  "Where do you think we should go from here?" 

That said, there are some generational differences about our current students that, while not applicable in every case, are worth noting.  In her article, "The Breakfast Club and Barney: Advising the new College Student" (2012), Ashley Gutshall makes the following observation about the generation of students we typically see at H-SC.  While Gutshall is speaking about choosing majors, the illustration could easily be applicable to advising a student in academic difficulties or generally.

"Academic advisers of Generation Y students should bear in mind that these students will likely ask for the right answer instead of exploring options on their own, or could come to advisers with several ideas and want the adviser to choose for them. Accustomed to standardized tests and teamwork, they have not been given many opportunities to think as individuals. If advisers brainstorm with them to generate a list of possible majors, Generation Y students will be comfortable knowing they have approval for several options and will appreciate the ability to illustrate their individuality."

Another brief article looking at "Millennials" (students coming to college after 2000), and their needs and expectations.

Can I discuss academic information about my advisee with his parent(s) or legal guardian(s)?

As a general rule you should NOT release academic information about a student to a parent.  Exceptions to these rules should be cleared with the Registrar (x6203). The guidelines for privacy are covered under FERPA laws and the College's policy can be found in the Academic Catalogues on pp. 33-37 in the Academic Catalogue's 2020-2019, Policy on Access to Records.

How shall I proceed if my advisee believes he may have a learning disability?

The College does authorize certain accommodations for students with learning disabilities, all of which comply with federal and state laws.  You should direct your advisee to set up a meeting with Melissa Wood in Student Health (x6061).  Melissa Wood is the College's Title IX/504 Coordinator.  You may also access the Disability Policy online for additional information.  

What if my advisee is having problems with a class?

Ask your advisee, whether he has come to express concern or even to drop a class in which he is having trouble, to explain the nature of the concern that he has.  This simple question can often pin point a real problem, for which trouble in class may only be a symptom.  Listen.  If the student is vague, do not be afraid to follow up with another question.  Try not act judgmental (even if you feel it).   Try not to be too prescriptive too quickly.  Rather, listen.  Then offer options that the student should or might consider in this circumstance.  Finally, ask the advisee what course of action he would like to take.

What might I suggest to my advisee who wishes to stay in a class in which he is having trouble?

First, the advisee should contact the professor to determine where he stands in the class at present.  (All professors are expected to give students their current grades upon request).  While a student who feels as though something is not right in a class is usually correct, a class with many more assignments could likely be salvageable if appropriate action is taken.  Likewise, the student should contact the professor to ask what steps may be taken to improve.

Second, you might ask how much time your advisee is spending each night on his study for the class.  Often student expectations of  the time it will take to get the desired grade or class result (which is often a high expectation for these students) is not realistic given his high school experience.  You can help recalibrate his expectations. 

Third, direct the advisee toward available academic resources and/or tutoring options.  Many departments, as well as the Office of Academic Success, have employed tutors to aid students in core and key building-block classes.

• The Office of Academic Success (OAS)provides a full tutoring schedule for students needing help in particular departments and skills.
• Rhetoric Studio also provides tutoring assistance to students in need of help writing papers, class assignments, passing the RPE, along with oral presentations of all kinds. 
• Finally, consider using and directing your advisee to the services of The Office of Academic Success (OAS), where they can access various academic skills workshops.

What if my advisee believes he received an inappropriate final grade in a class?

A student who believes that his final grade reflects an arbitrary or capricious academic evaluation, or reflects discrimination based on race, color, sex, religion, age, national origin, handicap, sexual orientation, or veteran status may employ the following procedures to seek modification of such an evaluation:

1. He should first discuss the grade with the faculty member involved before the end of the drop period of the next academic term.
2. If the student's complaint is not resolved, the student may appeal the grade to the department chair. It is the student's responsibility to provide a written statement of the specific grievance with all relevant documentation (syllabus, graded work, guidelines for papers, presentations, etc.) attached.
3. If the department chair is unable to resolve the grade appeal to the satisfaction of both the student and faculty member involved, or the person giving the disputed grade is the department chair, then a written appeal with all relevant documentation may be made to the Dean of Faculty. The Dean may make recommendations to the student or instructor and will try to find an equitable solution to the dispute.
4. All parties to the grade appeal process are to maintain strict confidentiality until the matter is resolved.

The complete policy is available in the Office of the Dean of Faculty.

Early Alert, Class Deficiencies, and WF Warnings

How can I find out how my advisee in doing in his classes before deficiencies?

Your freshmen advisees should receive a graded assignment in each 100-level class that he takes within the first three weeks of class.  This will be reported to the student with the hope that it will allow the student to calibrate his expectations and study early in the semester.  Advisers are encouraged to meet with each of your freshmen advisees to duscuss any returned graded material.

If you suspect that your advisee may be having academic troubles, you may informally contact his professors via email, asking the professors how your advisee is doing.  You can also contact the Office of Academic Success (x6188), which can assist you with learning how your student is doing.

What if my advisee receives a deficiency report?

If by the eighth week of classes a student, in the judgment of his instructor, is doing unsatisfactory work (typically a grade between a C- and F), the instructor may send him a deficiency report. The report includes a statement of the student's grade at that point in the semester, as well as, the reasons for the grade. A student who receives a deficiency report is expected to consult his adviser and the instructor who issued the report, and to take action to improve his academic performance.  As an adviser, you should set aside time to meet or speak with advisees to discuss his deficiencies.

What if my advisee received more than one deficiency?

This is a sign of a serious academic problem.  An advisee who receives more than one deficiency will automatically be contacted by the Office of Academic Success.  As an adviser you should set aside time to meet or speak with your advisee(s) to discuss his deficiencies, consider dropping a class, and encourage him to meet with an academic counselor in the Office of Academic Success.

Can I discuss deficiencies with my advisee's parent(s) or legal guardian(s)?

Copies of the deficiency report are sent to the student's adviser, the Office of Academic Success, the Associate Dean of the Faculty, the Dean of Faculty, and to parents or guardians of freshmen and first-semester sophomores.  However, as a general rule you should NOT release other academic information about a student to a parent.  Exceptions to these rules should be cleared with the Registrar (x6203).  The guidelines for privacy are cover under FERPA laws and the College's policy can be found in the Academic catalogues on pp. 33-37 and in the Academic Catalogue's 2017-2018, Policy on Access to Records.

What does it mean if my advisee receives a WF warning?

A faculty member who believes that a student's absences are damaging his work in a course will inform the Associate Dean of the Faculty, who will in turn notify the student and his adviser by submitting notification of excessive absences through Tiger Web under Faculty Forms.  An immediate e-mail is issued to the student, instructor, adviser, Associate Dean of the Faculty, the Director for Academic Success and the Office of Student Affairs. E-mail notification from the Dean's Office constitutes a final warning about absences in that course. No prior verbal warning is required.  If a student receives warnings about absences in more than one course, the Assoc. Dean of Faculty, or his/her designee, will ask the student to come in for a meeting to discuss if there are problems that can be resolved with the assistance of campus resources.

If a student is receiving a final warning early in the semester, it is usually a sign of a deeper problem.  The adviser should contact the student to see if there are steps that can be taken to get back on track academically. 

What if my advisee receives a WF because of excessive absences?

If, after such a WF warning has been issued, a student continues to miss classes, the professor will again notify the office of Associate Dean of the Faculty. The Dean of Faculty, or his/her designee, will determine whether the student should be withdrawn from the course. If the student is withdrawn and has the right to drop the course without penalty at the time of the withdrawal, no grade for the course will appear on the permanent record; otherwise, the student will receive a grade of WF (withdrawn failing) in the course. 

A discussion with advisee is especially warranted in a case like this.  It is important to find out what is happening (happened), and whether the WF is a symptom of a deeper problem that might require academic counseling, psychological counseling, or even withdrawal from the remainder of the semester.

Can my advisee be reinstated into a class from which he has been withdrawn with a failing grade?

Maybe. Any appeal for reinstatement to the course must be made in writing to the Executive Committee of the Faculty within one week after the student has been notified of his withdrawal. Unless and until the Executive Committee reinstates the student, he may not take part in the course.

What if my advisee receives more than one WF in a semester?

If the student is withdrawn with grades of WF from two courses during the same semester, the student will be suspended for the remainder of that semester and will receive grades of W in all of his other courses. A student suspended in this manner must apply to the Office of Student Affairs for re-enrollment to the College and ordinarily will not be readmitted for the following semester. The Executive Committee may set time limits upon the student's suspension consistent with his academic and disciplinary record.

What if my advisee wishes to drop a class within the first two weeks of class?

If an advisee wishes to drop a class in the first two weeks of the semester, he may do so without record, if he does not drop below 12 hours. 

What if my advisee wishes to drop a class between the third and ninth week of classes?

If a student wishes to drop a class between the third and ninth weeks of the semester, he may do so with record (i.e. he will have a "W" on his transcript), if he does not drop below 12 hours and procures your signature and the signature of the professor of the class. (While students are allowed to drop down to 12 credits, they are still only eligible to receive 8 semesters of College merit scholarships and federal financial aid.

What if my student wishes to drop after the ninth week of the semester?

A student may not drop a class after the ninth week of the semester, except under the following conditions:

1. A student hopelessly deficient in one course may, with the permission of the instructor, advisor, and Registrar, drop that course after the deadline for withdrawing. The grade for the semester will be recorded as "WF." 
2. A student, not dropping below 12 hours, with extenuating circumstances, may appeal to  the Associate Dean of Faculty for a late drop for a class with record (if he has never appealed for a late drop or an addition of class previously).  Such a drop is completely at the discretion of the Associate Dean of the Faculty.  Usually, the Associate Dean will contact the professor to determine whether to allow the late drop or not. 
3. A student, not dropping below 12 hours, with extenuating circumstances, may appeal to the Executive Committee of the Faculty for a late drop with record.  Such appeals are  initiated through the office of the Associate Dean of the Faculty. 

What if my student wishes to drop below 15 hours during the semester?

Dropping below fifteen hours (and holding 12 hours or more) simply falls under the rubrics outlined above in the heading "DROPPING A CLASS."  However, students who drop below 15 credits in a term will need to consider how they wish to recover these credits to stay on pace for graduation.  All H-SC students are eligible for 8 semesters of aid, thus a student should be prudent in considering whether he wishes to enroll in summer courses or add a course or a 1 credit seminar to subsequent semesters to stay on pace.

What if my student wishes to drop below 12 hours during the semester?

A student may not drop below 12 hours without permission of Associate Dean of the Faculty.  The Associate Dean will expect that there are serious, and documented, extenuating circumstances to allow this action. 

What effect does dropping below 12 hours have on my advisee?

Dropping below 12 hours (i.e. moving to part-time status) can have serious implications for your advisee.  For example, a student may not compete in an NCAA sport or pledge a fraternity if he does not have full-time status.  There can also be financial aid implications.  Most Hampden-Sydney scholarships and federal aid require that a student end the year with 24 total credits.  Dropping below hours can effect eligibility for military and state aid.  Before making a request to drop below hours, a student should meet with the Associate Dean of the Faculty (x6118) and the Office of Financial Aid (x6119).

What if my student wishes to withdraw before December 1 (fall) or April 15 (spring)?

Before a student may withdraw from the College, he must have the approval of the Dean of Faculty and the Dean of Students.  Ordinarily this process is started at the Dean of Students Office.  A student resigning on or before December 1 in the fall semester or April 15 in the spring semester will receive a grade of W in all of his classes.

What if my student wishes to withdraw after December 1 (fall) or April 15 (spring)?

A student resigning after December 1 in the fall semester or April 15 in the spring semester will receive a grade of WF in all courses. He is not ordinarily eligible to return the next semester.

However, at this late date, the student could reasonably request incompletes in his classes assuming he has extenuating circumstances that have prevented him from completing the semester after December 1 (Fall) or April 15 (Spring).

If my advisee has been granted one or several incompletes in his classes, when must they be resolved?

Grades of Incomplete (I) must be removed by a date determined by the instructor, but no later than five class days after the beginning of the semester following the semester in which the Incomplete is given. Until an Incomplete is resolved, it will be counted as an F in the calculation of a student's grade-point average. Incompletes that have not been removed by the end of this period will be converted to permanent grades of F.  Students with incompletes from the Spring semester, who enroll in May Term, must resolve those incompletes by the fifth class day of May Term.

What if my advisee is withdrawing for medical reasons?

In the event that a student withdraws from the College for medical reasons, sufficient documentation from the student's healthcare professional must be provided to the College, in writing, within three weeks of the date of resignation. This documentation must also be reviewed and approved by College medical professionals. A student who has been granted a medical withdrawal is not ordinarily eligible to return the following semester. Appeals for exceptions to this policy may be granted by the Re-enrollment Committee. In the case of an appeal, written documentation satisfying the College of the student's readiness to resume his education is necessary but does not guarantee re-admittance.

What if my advisee wishes to withdraw for medical reasons after December 1 (fall) or April 15 (spring)?

In this case, it is generally more appropriate to request incompletes in his classes (since he has completed almost all of a semester's work).  Remember, professors have discretion to offer incompletes in their classes or not.   Therefore, if your advisee needs incompletes in all or most of his classes, it is best ask the Associate Dean of the Faculty to contact and negotiate between your advisee and his professors. 

Taking incompletes, after December 1 (fall) or April 15 (spring), also avoids the need to re-enroll with the College; however, the incompletes still must be resolved no later than the fifth class day of the next semester.  If, because of medical issues, the student needs more time to resolve his incompletes, he may make an appeal to the Executive Committee of the Faculty before the deadline explaining the extenuating circumstances that prevent his resolution.

What GPA does my advisee need to keep his financial aid?

All financial aid awards, whether federal, state, or college require that a student be in good academic standing (cumulative GPA of a 2.0 or higher, having completed at least 24 credit hours for an academic year) to continue receiving aid.  Since most students at H-SC receive some level of College aid the following scholarships expect the following standards by the end of the academic year:

Alumni Scholarship: 2.0 GPA having completed 24 credits by the end of the academic year.
Dean's Scholarship: 2.6 GPA having completed 24 credits by the end of the academic year.
President's Scholarship: 2.85 GPA having completed 24 credits by the end of the academic year.
Patrick Henry Scholarship: 3.00 GPA having completed 24 credits by the end of the academic year.
Venable Scholarship: 3.15 GPA having completed 24 credits by the end of the academic year.
Allan Scholarship: 3.3 GPA having completed 24 credits by the end of the academic year.
Harrison Scholarship: 3.00 GPA having completed 24 credits by the end of the academic year.

2020-2021 Scholarship Award Guidelines:

Patrick Henry Scholarship: Min. 2.5 GPA having completed 24 credits by the end of the academic year to retain a yearly $37,500 merit award.

Presidential Scholarship: Min. 2.5 GPA having completed 24 credits by the end of the academic year to retain a yearly $35,000 merit award.

Birthplace Scholarship: Min. 2.5 GPA having completed 24 credits by the end of the academic year to retain a yearly $30,000 merit award.

Cushing Scholarship: Min. 2.0 GPA having completed 24 credits by the end of the academic year to retain a yearly $27,000 merit award.

Venable Scholarship: Min. 2.0 GPA having completed 24 credits by the end of the academic year to retain a yearly $24,000 mert award.

Middlecourt Scholarship: Min. 2.0 GPA having completed 24 credits by the end of the academic year to retain a yearly $21,000 merit award.

Penshurst Scholarship: Min. 2.0 GPA having completed 24 credits by the end of the academic year to retain a yearly $18,000 merit award.

Garnet & Grey Awards: Min. 2.0 GPA having completed 24 credits by the end of the academic year to retain a yearly merit award which may range from $5,000-$15,000.

For other grants, loans, and scholarships contact the Financial Aid Office (x6119).

What if my advisee does not make the required GPA or completed hours for his scholarship?

Typically, the Financial Aid Office will work with the student to see if there are other aid options.  If there are extenuating circumstances that explain the GPA in question, the student can appeal his loss of aid to the Office of Financial Aid.  Any appeals would need to explain why the student did not reach his GPA goal and what steps he will take to make the goal next semester.

Can my advisee take May Term or Summer classes to reach the completed credits for his scholarship?

Yes, so long as he has not been academically suspended.

What does it mean if my advisee is placed on academic warning?

Academic warning is not an "official" academic designation; a student on warning has not reach a 2.0 cumulative GPA at the end of a given semester (fall or spring) even though that GPA is still above the standards for academic probation.  However, warning is a sign of academic trouble.  The Office of Academic Success will contact your advisee encouraging him to attend academic skills workshops and offer counseling; however, his participation in these programs is not required.  Because these students are at risk for leaving the College (dropping to probation or parents pulling them out) if they do not academically improve, it is crucial for the adviser to encourage such a student to find pathways to academic success.  A student on warning will certainly benefit from success-oriented programming, given that he is not demonstrating these sorts of skills presently.

What does it mean that my advisee is on academic probation?

A student whose cumulative grade-point average falls below the following standards will be placed on academic probation:

In-residence semesters at the College         1         2         3         4   or more
Accumulated Grade Point Average            1.4      1.7      1.8       2.0

What if my advisee does not get off of probation at the end of the semester?

A student who is subject to continuing probation at the end of any probationary semester will be suspended from enrollment, unless he shows, in the judgment of the Executive Committee of the Faculty, marked improvement in his academic performance or evidence of an honest effort at improvement.

Can May Term courses be used to get my advisee off probation for the fall semester?

No.  May Term courses are calculated with the Fall semester grades; therefore, a student placed on probation in the Spring will remain on probation in the Fall, even if his May Term grades raise his cumulative GPA above the GPA standards for probation.

What does it mean if my advisee is academically suspended?

A student on academic probation who falls below the following standards will be suspended from enrollment:

In-residence semesters at the College         1         2         3         4        5        6   or more
Accumulated Grade Point Average            1.3     1.5       1.7      1.8     1.9     

A student who is subject to continuing probation at the end of any probationary semester will be suspended from enrollment, unless he shows, in the judgment of the Executive Committee of the Faculty, marked improvement in his academic performance or evidence of an honest effort at improvement.

Can my advisee be academic suspended if he is not on probation?

Yes.  A student who receives a grade of F in 50% or more of the hours he has attempted in any one semester will be reviewed by the Executive Committee of the Faculty which will determine whether the student will be placed on Academic Probation or suspended from the College.

Can my academically suspended advisee take May Term courses to raise his GPA and get off suspension?

No.  Students suspended in the spring term may not enroll in May Term.  However, a student readmitted for the fall term may enroll in May Term courses. 

Can my advisee appeal his academic suspension?

Yes.  If your student believes there are extenuating circumstances that warrant an overturning of his suspension, he may appeal to the Executive Committee of the Faculty.  All appeals should be sent to the Associate Dean of Faculty, who will bring the case to the Committee.  It is important for your advisee and his parents to understand that revoking a suspension is quite rare.

Can my academically suspended advisee return to the College? 

If a student is suspended from the College, he may make formal application for readmission no sooner than the semester after the term he is suspended (i.e. if the student is suspended in the spring he may reapply to attend the following spring semester).  If student wishes to return for the fall term, the submission deadline for your application is July 1; for the spring term, December 1; for the summer term, April 1. Full description of readmissions procedures and policies

Can my student retake a course and replace his initial grade?

In some cases, yes. Repetition of courses taken at Hampden-Sydney College is governed by the following rules. Students may petition for exceptions to these policies through the Executive Committee of the Faculty.

Adding and dropping repeated courses: A student may re-enroll only in a course at Hampden-Sydney College in which a grade of C- or below has already been received. If the student drops the course before its completion, the former grade and degree credit (if any) will remain as the grade of record. Degree credit is awarded only once for any course.  Students, who were enrolled at H-SC prior to the 2017-18 AY and who wish to repeat a course, must complete a Grade Replacement Request form with the Office of the Registrar on or before the 5th day of the academic term.  By completing this form, the students are also agreeing to move to the 2017-2018 Academic Catalog and thereby adhering to the policies and procedures of this catalog or subsequent catalog. 

Limits on repeating courses: For the first 3 courses repeated by a student (whether or not these arise from the same or distinct courses), the new grade will, in all cases, replace the original grade as grade of record for the purpose of calculating the student's grade-point average. Although the original grade will remain on the student's transcript, it will not be included in the calculation of the student's grade-point average. If the student attempts the repetition of more than 3 courses, all grades beyond the first 3 courses will be grades of record and computed in the grade-point average.

Repeating a course that is a prerequisite for a course already taken: After receiving a grade in the original course, a student may not repeat that course after having passed another course for which the original course is a specific prerequisite.

Repeating a course in which the student received a WF: Although students may repeat courses in which they received a WF, the WF cannot be replaced.

Honor offenses: Grades received as the result of conviction for an honor offense cannot be replaced. 

Can I discuss my advisee's academically deficient status with my advisee's parent(s) or legal guardian(s). 

Copies of the letters reporting academic deficiency (warning, probation, and suspension) are sent to the student's adviser, the Office of Academic Success, the Associate Dean of the Faculty, the Dean of Faculty, and to parents or guardians of all students.  Discussing the ramifications and expectations of that status with parents and guardians is, therefore, perfectly acceptable.  However, as a general rule you should NOT release other academic information about a student to a parent.  Exceptions to these rules should be cleared with the Registrar (x6203).  The guidelines for privacy are cover under FERPA laws and the College's policy can be found in the Academic catalogues on pp. 33-37 in the Academic Catalogue's 2020-21, Policy on Access to Records. 

What is my role if my advisee is having a non-academic problem?

Keep in mind that most "non-academic" issues affecting your advisee often have negative academic consequences.  Your role is limited but crucial: help guide your student to the proper professional services that he needs.  Offer to pick up the phone in the presence of the student and call the office that can help him to arrange an immediate meeting or an appointment.  In some circumstances you might even walk the student to the office where he can get help.  You should also alert the Dean of Academic Support and/or the Associate Dean of the Faculty, if you believe that your advisee is not seeking the help that he needs.

What if my student is having family problems?

It is never a bad thing to lend a sympathetic ear; however, if family issues are so distracting that your advisee's academics are being seriously impact, you should probably connect him with a counselor in the Wellness Center (x6411).

What if my student is having psychological problems?

Guiding the student toward professional help is the best thing for the students.  The Counseling Center (x6411) has trained counselors and resources to help your student.

What if my advisee is having substance abuse problems?

The Office of Student Affairs (x6128)  has a Dean of Substance Education, Shawn White.  You can call the Office of Student Affairs to arrange and appointment with the Dean of Substance Education (x6318).

What if my student is having medical problems?

The Student Health Center (x6167) or Centra Southside hospital offer immediate medical care. If your advisee is going to miss class because of a medical issue, he should contact the Office of Student Affairs (x6128), so his professors will be notified of his condition. Please also see the Missed Class Policy.

What if my student is having roommate problems?

Not all roommate problems can be resolved, but your advisee can start with his resident adviser to get advice.  If appears that your advisee's roommate situation is negatively impacting his academics, he should call the Office of Student Affairs (x6128).  You may also wish to bring the situation to the Associate Dean of Students for Housing and Residence Life (x7154) as well.

What of my student is having spiritual problems?

You may send your student to speak with College chaplain (x6269), who will offer counseling services or direct your advisee to someone appropriate within his advisee's religious tradition.