NSO Procedures for College Advisors

College Academic Advisors may take on one or more of these roles during New Student Orientation. In all roles, please plan to arrive at least 10 minutes ahead of the beginning of your shift:

1. Academic Advising: Individual student advising in person at Ernie Pyle Hall, Hutton Honors College (Summer only), and/or Virtual (Summer only)
   1. In-person appointments are 60 minutes, inclusive of advising and documenting the appointment. Registration occurs after the appointment, except by advisor choice to include part or full registration during the appointment.
   2. Virtual advising appointments are 75 minutes and inclusive of registration.
2. Registration advising
   1. In-person advising as needed in the Career Studio in Ernie Pyle Hall. Summer only: 1-2 student registration assistants trained by the Registrar's staff will be on hand to assist.
   2. Summer only: Virtual registration advisors will support the staff in helping students needing additional registration support after their virtual advising appointments. The Registrar's Registration Support Room link is https://iu.zoom.us/j/81122374912. Please click on the link above to join the virtual registration support room for your shift.
3. Day One Workshop Advising
   1. In-person only. With a career coach, meet with two consecutive groups of students, Schedule A and B, during their first day of Orientation. 

A full schedule of appointments and advising assignments is available in Teams.

• College Direct Admit (DA) students who are in the Hutton Honors College (HHC) advising appointments will take place in Hutton Honors College, 811 E 7th Street
• College DA students who are not HHC advising appointments will take place in Ernie Pyle Hall, 940 E 7th Street, 2nd Floor
• Directly-certified College transfer student advising appointments will take place in Ernie Pyle Hall, 940 E 7th Street, 2nd Floor

Summer Session (June 2 only):

See Helping the Student Register below. The Registrar will provide support virtually. Please contact Emily Burke (emmburke) via Teams, email or phone with questions, but do not give her contact to students. Phone 812/855-9375 or the Reg Help number (812) 855-4451, Email emmburke@iu.edu or reghelp@iu.edu.

In Person Advising Days (June 7-16 and June 26-July 20): 

After meeting with their NSO advisor, students in HHC and Ernie Pyle Hall will register for classes in separate spaces in each of those buildings. Students advised in Ernie Pyle Hall will register in the Career Studio with the support of an academic advisor and peer coach(es).

Virtual Advising Days (June 20-23 only): 

During the week of virtual advising, students will register during the advising appointment. See Helping the Student Register below. Students who are unable to complete their registration during the appointment, or who need follow-up support to adjust their schedule, may join the Registrar's Registration Support Room 8:30 a.m. to 5:00 p.m.: https://iu.zoom.us/j/81122374912

Virtual Advising Appointments are 75-minutes; students will register during the advising appointment.

Join via Zoom: https://iu.zoom.us/j/86831872498 
Meeting ID: 878 3965 4199

Schedule A: 8:30A, 10:30A, 1:00P, 3:00P

Schedule B: 9:30A, 11:30A, 2:00P, 4:00P

Students who are unable to complete their registration during the appointment, or who need follow-up support to adjust their schedule, may join theRegistrar's Registration Support Room 8:30A to 5:00P: https://iu.zoom.us/j/81122374912

Review Student Records

• Consult the Advising Roster in Teams to identify the students assigned to meet with you
• Open the Advising Pass (Quick Links > OnBase > “View Documents”).
• Review the Advising Pass and student record including pre-enrollment, student groups/tags, AAR, test credit, transfer credit, and placement exam scores.
  • Check for double-posted credit if the student has applied to more than one IU campus. Report multiple posting of credit to coasrecd@indiana.edu.
• Pro-tip: Create a draft note for each student during the preparation time and pre-fill it in as much as possible with information from AAR, placement exams, student groups/tags, advising sheet, and pre-enrollment. Use the First Year Advising Guide to familiarize yourself with the recommendations and notes particular to the student's intended major.

Set Up for the Appointment

• Use Firefox or Chrome as your internet browser.
• Log in to One.IU  to access needed applications:
  • Advising Records (AdRx)- view AP and transfer credits, test scores, student groups, and admissions information. View the Advising Pass (Quick Links > OnBase > “View Documents”). Document advising appointments
  • Student Information System (SIS)– Go to Academics 2 to view AAR, Academic Credit Report, Unofficial Transcript, etc.
  • iGPS Search Courses (login required)
• Log in to the College NSO Teams on your desktop or through Office 365
• Use additional reference tools:
  • First Year Advising Guide 
    • First year advising recommendations and information for each of the College’s major programs and student populations
  • Minors and Certificates Advising Guide
    • Recommendations and first courses to explore College minors and certificates
  • UD Advising Guidelines University Division Advising Guidelines>>NSO>>Summer NSO

1. Typically, only students will be allowed into the advising area. If anyone is allowed to accompany a student, go to https://ferpareleases.indiana.edu/employees to determine whether a student you are meeting with has a FERPA Release of Information on file for IU Bloomington. If not, explain FERPA requirements and ask the student to complete a release at https://ferpareleases.indiana.edu if the other person will be present during the conference.
2. Let the student know if you are not their assigned (departmental) advisor.
3. Ask the student if they have any questions before you begin.
4. Verify that the correct major is listed in SIS/AdRx.
   1. If they request a change to a different major in the College (including the Eskenazi School of Art, Architecture + Design, the Hamilton-Lugar School of Global and International Studies, and the Media School), request through the form at https://curriculum.college.indiana.edu/advisor/f/mco.
5. If the student wishes to change to a major outside the College:
   1. Notify the member of the NSO shift supervisor. The supervisor will notify the College Recorder’s Office of the student’s intent to change to a major outside the College.
   2. Use UD Explore Programs to help the student plan and register for first semester courses.
6. Open the College Advising Form (AdRx > Quick Links > OnBase > “View Documents”). Review the Advising Form information with the student:
   1. Discuss the student’s interests
      1. What majors/minors/certificates are they interested in pursuing?
      2. Are they preparing for any Pre-professional programs?
      3. Are they participating in any enrichment programs, special groups or clubs?
      4. Are there any classes that they particularly want to take in their first semester?
   2. Is the student currently taking classes?
   3. Are there any pending transfer credits?
   4. Are there any pending AP/IB scores?
   5. Discuss test scores, placement recommendations, and any special credit for which the student might be eligible
7. Help the student log in to their iGPS Plan (see instructions in the Knowledge Base
8. Work with the student to plan first choices and alternates for the fall semester and enter them into the iGPS Plan. List alternates after the first-choice courses.
9. Request course permissions, as needed. See "Permissions" below.
10. Instruct the student to write a “Term Note” for themselves in iGPS indicating which courses to use as alternates.
11. Remind student to check IUB email and monitor waitlist requests.
12. Remove the V03 or V28 (for students pre-enrolled in one or more courses) advising hold and inform the student of any other holds on their record. 

• June 7-July 20: Request permissions through the online form for any courses eligible for "on-site" permissions during NSO. 
  • Permissions will generally be applied within 15 minutes so that students can enroll during their NSO appointment.
  • The online course permission request process will be available only on NSO advising days, and only from 8:30am – noon and 1:00pm – 4:30pm.  If an advisor submits the course permission request form outside those hours, the request will not be processed until the next shift.   
• For permissions for Hutton Honors College courses, email Brigid Phillips (brigphil@indiana.edu) or Becky Steele (rsteele@indiana.edu). 

• Document all advising appointments in AdRx with one entry per matriculation appointment. Select “New Student Orientation” as the Advising Purpose.
• Email advising notes to the student after each appointment.

• • Use the Post-NSO Advising Email Template to create an individualized summary for each conference.
  • Personalize the template, if desired, to fit your style, while ensuring that you cover the information included in the template

• If there are action items for the student to take prior to the beginning of the semester, place the note(s) at the top of the advising note. If these action items are related to academic advising (schedule, class choice, e.g.), copy the major advisor (or advising group) on the email advising note.
• Use the “Internal Notes” or “Advisor Only” fields for notes that you want to transmit to the major advisor and don’t want to send to the student.

HELPING THE STUDENT REGISTER FOR CLASSES

(June 20-23 only)

• All classes in the student's iGPS Plan for the term of enrollment will be imported to the Schedule Builder. The student will need to uncheck backup classes before building a schedule. For more information, see the Schedule Builder instructions in the Knowledge Base
• For courses where a specific class section is required or strongly preferred, students may want to start by adding those classes to their shopping cart.
• Students who are unable to complete their registration during the appointment, or who need follow-up support to adjust their schedule, may join the Registrar's Registration Support room 8:30 a.m. to 5:00 p.m.

• If you need to make a change in your scheduled advising assignments for NSO, you are responsible for finding a replacement or switching shifts with another advisor. Please be sure to notify the supervisor for your advising shift and copy collalt@iu.edu if you make a change.
• If you are sick, unexpectedly unable to cover a shift or will be late for a shift, please notify first the supervisor on call, the supervisor for your shift, and copy collalt@iu.edu.

College of Arts and Sciences Advising Leadership Team:

• Carolyn Blank | crblank@indiana.edu | 
• Karen Ellis | kaeellis@indiana.edu | 812-855-5577
• Mark Hurley | mihurley@indiana.edu | 812-855-5620
• Liz Smith | elrsmith@indiana.edu |
• Will Smith | wsmithii@indiana.edu | 812-855-2736

First Year Experience Programs and UITS:

• FYE Office | fye@indiana.edu | 812-855-HELP (4357)
• UITS | https://uits.iu.edu/tech-help#iub | 812-855-6789

Teams Q&A

Q: Where do I find information about...?

• My NSO schedule:
• Daily student rosters with advising assignments:
• Zoom links for Advising Appointments and Registration Help:

A: Open the College NSO Teams, navigate to the “General” channel, and click on “Files.”

Q: How can I communicate directly with the NSO supervisors in Teams?

A: In Teams, click on the “Chat” icon on the left-hand sidebar. Type the name of the person you want to instant message, type your message, and send!

Q: I have an advising question, tip, or procedural query. How can I get a quick answer?

A: In the College NSO Teams, navigate to the “General” channel, and click on “Posts.” Click “New Conversation,” type your message, and send. This will be available to all with access to the channel.

Q: I have an answer to an advising question someone posed in Teams. How do I respond?

A: In the same conversation string, click “Reply,” type your message, and send. This will be seen by all with access to the channel.