NSO Procedures for College Advisors

If you need to make a change to your schedule, you are responsible for finding a replacement or swapping shifts with another advisor. Please notify Carolyn Blank and copy the advisor you are swapping with, and collalt@iu.edu.

If you are sick, unexpectedly unable to cover a shift or will be late, please notify the supervisor on call, the supervisor for your shift, and copy collalt@iu.edu.

• Carolyn Blank | crblank@indiana.edu | 812-855-1236
• Karen Ellis | kaeellis@indiana.edu | 812-855-5577
• Mark Hurley | mihurley@indiana.edu | 812-855-5620
• Liz Smith | elrsmith@indiana.edu | 812-855-1589
• Will Smith | wsmithii@indiana.edu | 812-855-2736

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

College NSO Advising and Registration Support Zoom Links:

• Spring NSO Virtual Advising room: https://iu.zoom.us/s/86815897439
• College Virtual Registration room: https://iu.zoom.us/s/86450365117 
• College Tech Check in room: https://iu.zoom.us/s/89622557201 

Advising Appointment Schedule and Assignments

Advising appointments will not include registration. Please refer students to registration room.

• 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.
• Emily Burke of the Registrar's Office will provide support when needed. Advisors may 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.

Daily Advising Assignments

All College of Arts and Sciences advising appointments will take place in Ernie Pyle Hall, 940 E 7th Street, 2nd Floor.

After meeting with their NSO advisor, students will register for classes in the Walter Center Career Studio with support from advisors, graduate assistants, and peer advisors.

The Registrar will provide virtual support. Advisors may 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.

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 iubxfer@iu.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.
  Andy Bloomgarden's pre-appointment preparation worksheet is posted here, too!

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

Monitor the FYE Check-In.

If your advisee is listed in the right-hand Check-Out column, they have checked in and are ready to meet with you.

1. Greet the student and ask  if they have any questions before you begin.
2. Verify that the correct major is listed in SIS/AdRx.
   1. If the student requests to change to a different major or school, see "Appointments: Major Change" below.
3. Open the Advising Pass (AdRx > Quick Links > OnBase > “View Documents”) and review the information with the student:
   1. Majors/minors/certificates of interest?
   2. Pre-professional program prep?
   3. Any enrichment programs, special groups or clubs of interest?
   4. What classes do they want to prioritize in the first semester?
   5. Is the student currently taking classes to be transferred when complete?
   6. Any pending transfer credits?
   7. Any pending AP/IB scores?
   8. Discuss test scores, placement recommendations, and any special credit for which the student might be eligible
4. Student logs in to their iGPS Plan (see instructions in the Knowledge Base.
5. Work with the student to plan first and alternate class choices for the fall semester and enter them into the iGPS Plan. List alternates after the first-choice courses. Student may write a "Term Note" in iGPS indicating alternate courses.
6. Advisor records first and alternate choices on paper form for student to take with them to Registration.
7. Request course permissions, as needed. See "Permissions" below.
8. Remind student to check IUB email and monitor waitlist requests.
9. 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. 

• 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
  • Create your own set of AdRx NSO Quick Notes or copy these from Liz Smith to make documenting this appointment as efficient as possible. 

• 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.

• June 5-July 24: Request permissions through the online form for any courses eligible for "on-site" permissions during NSO [updated 5-13-2024]. 
  • 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 Becky Steele (rsteele@indiana.edu). 
• For other courses offered through College departments and programs, check the departmental permissions list.

Major changes in the College (including SOAAD, HLS, Media)

• Advisor requests the change in the form at https://curriculum.college.indiana.edu/advisor/f/mco.

Major changes outside the College

• Advisor notifies NSO shift supervisor, who will request the change.
• Advisor uses UD Explore Programs to help the student plan and register for first semester courses.

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.

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.