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:
Academic Advising: Individual student advising in person at Ernie Pyle Hall, Hutton Honors College (Summer only), and/or Virtual (Summer only)
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.
Virtual advising appointments are 75 minutes and inclusive of registration.
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.
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.
Day One Workshop Advising
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 inTeams.
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 HHCadvising appointments will take place in Ernie Pyle Hall, 940 E 7th Street, 2nd Floor
Directly-certified College transfer studentadvising 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 email@example.com or firstname.lastname@example.org.
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.
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 inTeams 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 email@example.com.
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.
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.
Typically, only students will be allowed into the advising area. If anyone is allowed to accompany a student, go tohttps://ferpareleases.indiana.edu/employeesto 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.eduif the other person will be present during the conference.
Let the student know if you are not their assigned (departmental) advisor.
Ask the student if they have any questions before you begin.
Verify that the correct major is listed in SIS/AdRx.
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 athttps://curriculum.college.indiana.edu/advisor/f/mco.
If the student wishes to change to a major outside the College:
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.
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.
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 firstname.lastname@example.org 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 email@example.com.
College of Arts and Sciences Advising Leadership Team: