When completing emails, keep in mind that Humanities Academic Services (HAS) can have up to two business days to respond to an email. It's okay if you don't respond as quickly as possible, especially if you don't know the answer to the question. 

Some emails that a Program Coordinator can/should answer in the HAS-Center main inbox are included in the following: 

• Help register students into classes (check in with the HAS director to what departments you can register students in)
• Provide links to current and prospective students to make an appointment with an HAS adviser 
• Clarify questions on things listed on the time schedule for registration 
• Help students understand General Education (Gen Ed) or graduation requirements 
• Provide links on where to find information regarding Humanities-affiliated departments, and other campus wide resources
• Verify if a local college transfer credit will be equivalent to the UW or helping students understand what level of credits students will receive with their AP/IB exam scores. 
• If a student asks questions about courses or programs outside of our departments, guide them to the appropriate department/unit

Here are some emails that a Program Coordinator will need assistance from an adviser before sending a reply: 

• Making an exception for 100-level foreign language courses to count for Arts & Humanities Credit (A&H) if the student has already met the foreign language requirement. 
• If you notice in EARS a UW 1XX course on a student's transfer credits, an adviser can help view more information of the name of the transfer course. 
• Verify if a certain course will be officially cancelled; if a course can allow higher class standing, courses enroll during certain registrations; and other quick quarterly enrollment clarifications 
• Evaluating transfer credits from community colleges or out of state Universities for composition credit, writing credit, or A&H credit; have an adviser confirm your evaluation for that class based on what's provided in the syllabus. 
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• Here is some guidance on what a Program Coordinator may need to have an adviser answer instead of the PC: 

If a certain course will help towards a major/minor. This will vary on your comfort level of understanding each major/minor offered in each department of the Humanities Division. 

• Adviser-Assisted Drop Request from UW Registrar 
• • Study abroad pre-program inquires and post-program credit evaluation forms
  • English Transfer course evaluations: For example, prospective students will ask if a course they took will count for English Composition (C) credit or Additional Writing (W) credit.
  • Student is asking specific questions about scheduling and if the progress will help towards their degree
  • Petitions to have previous (or current scheduled) courses count for a specific General Education requirement/ Area of Knowledge
  • If faculty are requesting our office to drop a student from their course, forward email to the department’s liaison adviser rep.
  • If a student discloses that they are wanting to repeat a course or you catch that a student wants to repeat.
  • If a conversation is becoming too complicated or they start asking questions out of your role, send to HAS Director
  • Advising questions/topics such as: “How will majoring in X and Y will work?”; “How do I make sure my graduation application is set?”; “Can you give me a sense of how my major will help me towards finding a job?”; “Graduate School” just as few examples.

• The main type of reporting a Program Coordinator will do is our quarter 10th Day (also can be called Census Day) Reporting. Click here for documents that will help with this process.  
• 10th Day Reporting Process Document:  This document will help you see not only what reports from B.I. Portal you will use, but also what fields you should be aware about when generating reports.
• HAS Sheet Template: This document provides the template used to put all the information for our 12 Humanities Departments + some additional request from departments.
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• A recommendation is that when new quarter begins, remember to “Save As” document, so you always have the template as is.
  • Once having completed the 1-page reports for each department, save as PDF and create a folder so it can be shared with HAS staff
• Humanities Major Codes: This document helps you identify what the codes in some of the reports mean. That way, when you are categorizing the majors/minors in each department, you can understand what they mean.
• The whole process of retrieving data and polishing it to go in the 1 page report could take from 2-3 days to a whole business week. Since a lot is going on with registration during this time, it is okay to take a pace on this

Creating the Meeting (Virtual)

• If the Program Coordinator is the one creating the zoom event for drop-ins, here at things that the event should have marked off in zoom:
  • Naming the meeting: Humanities Academic Services Drop-In Advising
  • Under “ When, Duration, and Time Zone”, click on the “Recurring Meeting” option
    • And under “Recurrence”, select “ No Fixed Time”
  • Under “Security”, select “Waiting Room”
  • Under “Options”, select “Show”
    • Un-select “Allow Participants to join anytime”
    • Under “Alternative Host”, put ever HAS staff member’s email
      • This will allow advisers to manage who they let into drop-in advising, create break out rooms, etc
  • Select Save

Inside Drop-In Advising (Virtual)

• Would recommend being 5-10 minutes early, so you have everything prepared. Also, in case there are multiple students waiting, you can get a sense of who came first and keeping order
• You do not need to have your camera on during drop-ins. Would recommend changing your name to “host-bot”,“host”, or any term that lets students know that you are not the adviser or a student seeking help
• You have to present a welcome slide. To help this, do the following:
  • Select Share Screen
  • In the top center, there are three options: “Basics, Advanced, and Files”. Select Advanced
  • Select PowerPoint as Virtual Background
  • Would recommend downloading this PowerPoint from our HAS Team Drive and selecting this PowerPoint for the virtual background
• Once adviser is in drop-in advising, with giving them alternative host abilities or co-host permission on that day, the Program Coordinator  should be able to manage letting students in, creating breakout rooms, and all other things related to drops ins
• Remember to keep a tally of how many students advisers are seeing everyday. Use this Drop-in Advising Check-in Form 
• Overall, have a small listen from time to time to make sure if there is a tech request, you can help or just simply learn more about how to answer common questions that HAS receives

• The main purpose for these newsletters is to keep our Humanities-affiliated students up-to-date on any events, resources, and information that will help them be successful and more connected to the UW. So there is freedom to think of what you want to put in the newsletter. This is where the emails you have put in the “Promotion Request” folder in the has-center email will come in handy.
• Our newsletters are created and managed by Constant Contact
• You are welcome to look at previous newsletters for inspiration, as well as the using the templates to have structure
• When creating a newsletter, we recommend naming the campaign name “DATE Student Newsletter”. The date should correspond to the date you are planning on sending the newsletter

• There will be opportunities to collaborate with other HAS staff on projects related to our office. Here are some examples of the projects I did with folks
  • Updating our HAS website
  • Creating a virtual “get to know HAS Staff” with all other Humanities-affiliated staff and faculty
  • Student Focus groups regarding HAS’ services
  • Summer Projects
• Once you find an interest within HAS or with what other staff are doing, don’t hesitate to reach out and ask if you can collaborate with them

These are probably the websites that a Program Coordinator can visit frequently, if not on a daily basis:

• Phone Guide: List of our numbers in HAS and outside units that we work with on a regular basis
• Time Schedule: Provides the most up to date information regarding current and one or two future quarter class offerings. When looking at courses, would definitely recommend clicking on the SLN to view all notes, prerequisites, and up to date enrollment number status
• EARS: With this system, you will basically get the most information of a student. Like their current major, year, and transcript information.
• Undergraduate Class Standing: This page gives you a breakdown of the number of credits that is considered for each class level at the UW.
• UW Equivalency Guide:  This will help with seeing what WA State community colleges credits will transfer to the UW. This is really helpful when a student mentions that they took a foreign language at a school listed and wants to continue the next sequence, so you could see what that course would translate in UW credits. Also, if you have perspective students asking questions, providing this link can help them do a little bit of homework to see how it will transfer
• AP Credits: How AP credits transfer to the UW. I have mainly used more with AP Spanish and English, especially during Summer Advising and Orientation with newly admitted students.
• IB Credits: Evaluation process for IB credits.
• HAS Log: Whenever you need access to programs (constant contact, Schedule Once) that is under has-center email, here is the document with the information needed
• HAS Advising: This is the part of our website that folks will ask most about, so just putting in here. Another page in our website is the Language Testing tab
• Non-matriculated Registration Process: There will be emails from non-UW students wanting to take Humanities-affiliated classes. Use this webpage for them to use.