School Counselors

Welcome! Thank you for visiting the UT Martin Dual Enrollment Program webpage for Counselors. The informational resources provided here will allow you to better assist your students, as well as guide you and your students through the application and registration process. Click on the above tabs for further detailed information.

 

Please note the following tabs directly to the left:

A Counselor Checklist is a printable form available to assist you with ensuring your students have completed all requirements for the term.

 

Informational flyers on the UTM Dual Enrollment Program are available upon request.

 

We look forward to assisting you and your students. If at any time you have questions, please don’t hesitate to contact me.

 

Audrey Waterfield

Dual Enrollment Coordinator

The University of Tennessee at Martin

538 University Street

110 Gooch Hall

Martin, TN 38238

(731) 881-7853

awaterfi@utm.edu

To be eligible for the program, your students must be:

  • A junior or senior in high school AND
  • Have a cumulative 3.0 unweighted high school GPA AND
  • Have counselor approval* AND
  • Have parent/legal guardian approval.
  • Homeschooled students must also have a minimum ACT Composite Score of 21.

*Student success is the goal of the UT Martin Dual Enrollment Program. We encourage you to not only recommend students that meet the minimum eligibility requirements of the program, but also those you feel will be successful.

 

There are no ACT requirements for program eligibility; however, sub-scores may be used to determine readiness as follows:

  • ENGL-111 – Recommended English sub-score of 17 or higher
  • MATH-140 – Recommended Math sub-score of 20 or higher

Math sub-scores required to place into a higher level math course are as follows:

  • MATH-170 – Required Math sub-score of 25 or higher
  • MATH-185 – Required Math sub-score of 23 or higher
  • MATH-210 – Required Math sub-score of 24 or higher
  • MATH-251 – Required Math sub-score of 27 or higher

Tennessee Dual Enrollment Grant – Effective Fall 2020

The Tennessee Dual Enrollment Grant provides up to 10 grants to eligible students:

 

TN DEG #1: $500

TN DEG #2: $500

TN DEG #3: $200

TN DEG #4: $0

TN DEG #5 thru #10: $300 for each course is deducted from the student’s Freshman Lottery Scholarship (HOPE).

  • Students must be a Tennessee Resident for one year prior to enrollment
  • Students can use three grants per term (not to exceed six grants per academic year) for lower division 100/200 level courses only
  • Students must maintain a cumulative 2.75 college GPA to remain eligible
  • Students who have graduated from high school are no longer eligible for the Tennessee Dual Enrollment Grant.

UTM Dual Advantage Scholarship

  • This scholarship works in conjunction with the Tennessee Dual Enrollment Grant
  • If the student is eligible for the Tennessee Dual Enrollment Grant, they are automatically eligible for the UTM Dual Advantage Scholarship (no additional application required)
  • A student must use a Tennessee Dual Enrollment Grant in order to use a UTM Dual Advantage Scholarship
  • Eligible students can use up to four scholarships, with a maximum of three scholarships per term
  • As student success is the goal of the UT Martin Dual Enrollment Program, effective Fall 2020, we will allow eligible students to enroll in three courses per term in accordance with the Tennessee Dual Enrollment Grant. However, UT Martin strongly discourages first-time dual enrollment students from enrolling in more than two courses their first term as our first priority is to the academic success of all students.

Fee Waivers

If you have a student who has a parent employed by the Tennessee Public School System, State of Tennessee, Tennessee Board of Regents, or UT System, they are eligible for fee waiver discounts. Forms can be scanned and emailed to the Dual Enrollment Coordinator.

If you have a dual enrollment student with an Individualized Education Program (IEP), please have them contact the Office of Disability Services directly at (731) 881-7605 for assistance. This office develops and implements services for students with disabilities that allow for equal access to higher education.

Students can begin the application process by clicking on the “Apply Now” tab to the left. The following information is required to complete the applications:

  • TSAC Account Username and Password (applies to students who have an existing TSAC account). If the student does not remember their login information, they will need to contact TSAC Customer Service at (800) 342-1663 for assistance.
  • Student Social Security Number
  • Student and Parent Email Addresses

Click a heading below to expand/collapse information.

 

Step 1: Tennessee Dual Enrollment Grant Application

Students interested in using the Tennessee Dual Enrollment Grant to assist with payment of dual enrollment tuition must submit a Tennessee Dual Enrollment Grant Application for the academic year by the deadline for the term of enrollment. The deadline for Fall applications is September 15th; Spring is February 1st; Summer is May 15th (one application is submitted generating applications for all three terms). First time applicants must be a resident of Tennessee for one year prior to enrollment.

 

If a student is taking courses with more than one institution during the same term, only one institution can be listed on the Tennessee Dual Enrollment Grant Application for the term (TSAC will only send funds to one institution). If the student listed UT Martin, they will need to submit a UTM Consortium Agreement listing the second (and third, if applicable) institution. The listed institution is responsible for verifying and certifying the student in e*GRandS, then forwarding grant funds for the second (and third) course to the second (and third) institution (or to the student depending upon institutional policies). If UT Martin is listed, grant funds are sent directly to the second (and third) institutions.

 

If the student is using TN DEG #5 thru #10 during the upcoming term, they will need to complete a Tennessee Dual Enrollment Grant Program Additional Courses Acknowledgement Form. Completed forms can be scanned and emailed to dualenrollment@utm.edu.

 

Step 2: UTM Dual Enrollment Application

Before your students begin submitting UTM Dual Enrollment Applications for the upcoming term, you will need to contact the Dual Enrollment Coordinator to schedule courses for your students. The UTM Dual Enrollment Application has a “Course Information” section which is required, as the information is later relayed to the student in a “Ready to Register” email notification to assist them with registering for the correct dual enrollment section of the course. Once courses have been scheduled and entered into the application for your high school, students can begin submitting applications.

 

This application is term specific and must be submitted before each semester.

  • The UTM Consortium Agreement is an online form within the UTM Dual Enrollment Application. This form is required to be submitted only by those students who listed UT Martin on their Tennessee Dual Enrollment Grant Application AND plan to take a second (or third) dual enrollment course with another institution (or institutions) during the same term (UT Martin is the “Home” institution; the other institutions are “Host” institutions). When the student submits this form to UTM, it electronically routes to the Dual Enrollment Coordinator.
  • If the student failed to submit the UTM Consortium Agreement when submitting the UTM Dual Enrollment Application, a link to the online form is available on the Forms tab to the left.

When the student submits the UTM Dual Enrollment Application, it electronically routes to the high school counselor in the form of an email notification. This notification comes from “Future Now” and could appear in your spam or junk folder. You will open the email, click on the link, complete all applicable information, attach a high school transcript (fall applications require a final transcript from the previous academic year), electronically sign and date the form, then submit it to UTM. When you submit this form to UTM, it electronically routes to the Dual Enrollment Office. The Dual Enrollment Office determines eligibility, then electronically routes applications for eligible students to the Admissions Office, where the student account is created. When the application is complete, the student will receive a “Ready to Register” email notification from “Future Now” providing login information and registration instructions. The email is sent to the email address the student listed in the application and may appear in the spam or junk folder.

  • All students participating in the UT Martin Dual Enrollment Program must submit a completed Dual Enrollment Program Consent Form before the first day of class of the first term of enrollment. Only one form is required for each student for the duration of enrollment in the program. Please note all highlighted fields must be completed, at least one parent name is required to be listed in the “Student Authorization to Disclose Academic Information” section, and both student and parent are required to sign the form (electronic signatures will not be accepted). Forms can be scanned and emailed to dualenrollment@utm.edu.
  • Any student turning 18 during the term of enrollment will need to submit a copy of their valid driver’s license, official birth certificate, or valid passport as proof of citizenship as required by the Eligibility Verification for Entitlements ACT. Documentation can be scanned and emailed to dualenrollment@utm.edu.
  • Students who have previously taken dual enrollment coursework with another institution prior to the upcoming term must request an official transcript be sent directly to the UT Martin Dual Enrollment Coordinator, 538 University Street, 110 Gooch Hall, Martin, TN 38238, as required to determine continued eligibility for the grant/scholarship.

Step 3: Registration

Using the information provided in the “Ready to Register” email notification, the student will login to their My UTMartin Portal and register for their course(s).

 

Students unable to login to their My UTMartin Portal at any time will need to contact the UT Martin Help Desk directly at (731) 881-7900 for assistance

 

Step 4: Payment and Required Course Materials

If you have a student responsible for payment of tuition, they can login to the My UTMartin Portal to make a payment. As an alternative to payment in full, the Bursar’s Office does offer a payment plan that will defer payment over the course of the term. To set up a payment plan, the student will click on “Payment Plan” under “Related Links” directly to the left.

 

To locate required course materials, your students can login to the My UTMartin Portal. You can locate required course materials by clicking on “Bookstore” under “Related Links” directly to the left (the course number and section are required).

 

Your students can access Banner, Canvas (online platform), UT Martin email, and other campus resources by logging in to the My UTMartin portal.

 

Students unable to login to their My UTMartin Portal at any time will need to contact the UT Martin Help Desk directly at (731) 881-7900 for assistance.

Default username and password:

Username: First 3 letters of first name, middle initial, first 4 letters of last name (johdsmit)

Password: First 3 letters of birth month (first letter Capitalized) followed by the “#” sign, 4 digits of the birth year followed by the “#” sign, last 4 digits of the social security number (Aug#2001#1234)

To login to My UTMartin:

  • Go to www.utm.edu
  • Click on the three bars in the upper right corner
  • Click on “My UTMartin”
  • Enter username and password
  • Click on “Sign In”

Your students can click on the “Important Information” tab directly to the left, then on “My UTMartin Portal” for step-by-step directions to:

  • Register for a course
  • Locate required course materials
  • Locate their Student ID
  • Access UT Martin email (student email address is username followed by "@ut.utm.edu")
  • Access Canvas (online platform)
  • Make an online payment
  • Access grades

Dual enrollment students are responsible for purchasing or renting required course materials.

  • If the student is registered for a course, they can click on the “Important Information” tab directly to the left, then on “My UTMartin Portal” for step-by-step directions to locate required course materials for the course(s) they are registered for.
  • If the student is not registered for a course, they can click on “Bookstore” under “Related Links” directly to the left, click on “Textbooks”, then on “Find Textbooks”. They will select the department from the drop down menu, the course from the drop down menu, and the section* from the drop down menu, then click on “Find Materials for 1 Course”.

*The correct section is important, as each section of a course can require different course materials.

Canvas is the online platform used by UT Martin. Online courses are delivered through this platform. Instructors teaching courses through formats other than online may also use Canvas, as it allows students to communicate with the instructor, keep track of due dates, view and submit assignments, check grades, etc. Canvas is accessed through the My UTMartin Portal.

 

The student must be registered for an online course before the course will appear on their Canvas dashboard.

  • To confirm registration, the student must login to the My UTMartin Portal and scroll down to “Schedule and Grades”. If the student is registered for a course for the upcoming term, it will appear there. If no course is listed, they are not registered for a course.
  • If the student is not registered for a course, they will need to locate their “Ready to Register” email notification and follow the directions provided to login to their My UTMartin Portal and register for their course.

Once the student is registered for an online course, it can take up to 24 hours (overnight) before the system will link their account to the course. If the student registers today, they will not be able to see the course in Canvas until tomorrow.

 

Each instructor is responsible for opening their online course to students. Most online instructors make the course available on the first day of class, while others may wait two or three days into the semester before opening the course to ensure all students are enrolled. Registered students unable to access their course in Canvas after the first two or three days of the semester need to contact the instructor directly.

 

Students unable to login to the My UTMartin Portal at any time will need to contact the UT Martin Help Desk directly at (731) 881-7900 for assistance.

Tuition is assessed to a student’s account when they register for a course. The Bursar’s Office sends statements each month for any student who has a balance on their account.

 

Each semester, and for each dual enrollment student, the Dual Enrollment Office is responsible for confirming the student has a Tennessee Dual Enrollment Grant Application on file for the term, confirming the student is eligible to receive the grant, verifying the student’s eligibility with TSAC, then posting the grant and scholarship to the student’s account. The Dual Enrollment Office has until 5 pm on the last purge date for the term to post grants and scholarships to student accounts (please refer to the “Important Dates” tab directly to the left for the last purge date). Billing statements received at the beginning of the semester may have been prepared before grants and scholarships were posted to the accounts of eligible students:

  • For those students enrolled only with UTM, their balance should be paid in full by 5 pm on the last purge date. If the student received a billing statement, please have them login to the My UTMartin Portal and click on “Touchnet” to confirm their balance is $0. If you have a student that is enrolled only with UTM and they have a balance on their account, please contact the Dual Enrollment Coordinator.
  • For those students who listed another institution on their Tennessee Dual Enrollment Grant Application for the term and who are also enrolled with UTM, they will have a balance on their UTM account for the amount expected to be received from the listed institution for their second TN DEG until grant funds are received from the listed institution (billing statement amounts would be $500, $200, or $300). The student is responsible for submitting the listed institution’s Consortium Agreement to UTM. This is the procedure TSAC has in place for students taking courses with two different institutions during the same term. These students may receive two, three, or even four billing statements before UTM receives grant funds from the listed institution, as UTM cannot post TN DEG funds to student accounts until they have been received. Please direct questions regarding payment to the listed institution.

The “Important Dates” tab directly to the left provides drop dates for the term.

 

Students dropping a course before the last day to drop with no record of enrollment are not assessed a drop fee and all tuition is refunded. Please contact the Dual Enrollment Office to request a Drop Form be prepared and emailed to you for student signature. Please email the form back to the Dual Enrollment Office for processing.

 

Students dropping a course after the last day to drop with no record of enrollment through the last day to drop with a “W” must pay a $50 drop fee per course before they will be dropped from the course. Tuition refunds are in accordance with refunding policies established by the Bursar’s Office for the term.

  • Please notify the Dual Enrollment Office of the student’s intentions to drop so the $50 drop fee can be assessed to their account.
  • The Dual Enrollment Office will prepare a Drop Form for the student and email it to you for student signature. Please email the form back to the Dual Enrollment Office for processing.
  • The student must login to the My UTMartin portal, pay the drop fee, then notify the Dual Enrollment Office payment has been made.
  • The Drop From will be processed after the student has signed the Drop Form and the drop fee has been paid in full.

Students cannot drop a course after the last day to drop with a “W” unless it can be clearly demonstrated one of the following exists:

  • Serious illness or injury of the student as verified by a private physician
  • Serious personal or family problems as verified by a minister, physician, or other appropriate professional

In the event of such certification, and the approval of the student’s UTM advisor and the registrar, the student shall be permitted to drop and will receive a grade of “W”. Under no circumstances may a course be dropped after the last day of class or after administration of the final exam, whichever occurs first.

If you have students planning to attend a higher education institution other than UT Martin after high school graduation, they must request their official UT Martin transcript be sent directly to the institution by the Office of Academic Records. Official transcripts are $5 each and can be requested by:

  • Appearing in person at the Office of Academic Records and completing a Transcript Request Form. If there are no holds on the student account or no balance due, the student must go to the Bursar’s Office to pay the transcript fee.
  • Mailing a Transcript Request Form with a check or money order payable to the Office of Academic Records, UT Martin, 538 University Street, 103 Administration Building, Martin, TN 38238.
  • Going to www.getmytranscript.com and requesting a transcript online (additional processing fees apply).

To inquire about the status of transcript requests, please contact the Office of Academic Records at (731) 881-3050.