The Chemistry Department maintains careful records on each of its majors. Each major is assigned a specific faculty member as his/her academic advisor. According to departmental policy, only assigned advisors sign registration forms, etc. for students. If an advisor is not available, students should be sent to the Chair of the Department.
An exception to this policy is made when a faculty member makes prior arrangements to have another faculty member handle his/her advisees. In all cases, student folders are available to the faculty member handling the students. All student folders are kept in the office of the Chair of the Department.
ACADEMIC DATA SHEET
Each incoming student receives one of these sheets. In addition to the student's name, address, social security number, and high school, this form includes the high school GPA and the rank in class. A word of caution about the GPA: the GPA on the academic data sheet will often differ from the one reported by the high school. This is because, Xavier's Admissions Office computes the GPA based only on academic subjects. Faculty should be aware of the fact that all our statistics indicate that the high school GPA is the greatest indicator of success here at Xavier. The Admissions Committee looks at the high school GPA and it weighs heavily in their decisions.
The student's rank in his/her high school class is also given. This is the rank as reported by the school at the time the student applied. For this reason, it may differ from the rank the student had at graduation. The ACT and/or SAT scores are also recorded. There is a place on the academic data sheet to record any grades on the XU Placement Tests if the student is eligible to take these. Transfer students who have had courses from other institutions accepted by Xavier will have a list of such courses included with this sheet.
Advisors are strongly urged to make use of the information on the academic data sheet in advising students. All students are not the same. Weaker students should be encouraged to take lighter loads until they establish themselves academically.
EXIT INTERVIEW FORMS
Copies of all Exit Interview forms should be placed in the students' files.
OTHER FORMS
Any letters containing information regarding a student's performance should be kept in the folder. For example, each semester the Premed Office sends us copies of the reports sent to each premed major. These reports indicate the student's chances of successfully being admitted to medical school. These should be kept in the folder. The Chairperson's Copy of any registration or add-drop form are kept in these folders as well, as are evaluative transcripts. All letters regarding a student's academic standing should be kept in the folder.