Advising Administration Calendar
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Using this calendar you can:
Review advising cycles milestones
View, update, and create advising appointments
View, update, and create meetings
Click the advising meeting on the calendar. The meeting preview pop-up opens showing the meeting time and place, attendees, and description.
If there isn't already a meeting note, the Create Meeting Note button appears in the pop-up. Click it to create a note. The Create New Communication pop-up opens with all fields except the note itself already populated.
Enter up to 8,000 characters.
Click the Send button. The note is saved. (It's not actually sent to anyone.) It appears on the Advising Meeting details pop-up.
To view it, click View Note. The Advising Meeting Note panel opens.
To make a new internal comment on the note, click New Comment. Enter a comment, and click the Add button.
To mark the comments as read, click the Mark all read button.
To edit the note, click the Edit icon
. Make your edits, and click Save.To delete the note, click the Edit icon
. Click the Delete button. A pop-up asks you to confirm. Click Delete. The note is deleted.To view details of the meeting, click the Show details button.
To see who scheduled and initiated the meeting, click the Audit Information button.
To view an existing note, click the View note link. The Advising Meeting Note pop-up opens. To edit the note:
Click the Edit icon
. The note text appears in an editor.Add to or edit the note.
Click the Save button. The note editor closes.
Click Edit Meeting. The Edit Advising Meeting page opens.
Make your edits.
If the meeting is finished, switch the Attended? field to Yes for everyone who attended.
Tip
Fifteen minutes before the advising meeting starts, the Edit Advising Meeting page updates so you can record who attended the meeting. After you change the Attended? status to Yes for one or both attendees, the Meeting Notes become editable. The location, date, and time cannot be changed after people have attended the meeting.
If someone is marked as attended, the other fields are uneditable.
You can view, edit, create, and delete a note on this page just as described above for the meeting preview pop-up.
Click Save.
Note
You can only delete appointments you created.
From the calendar, click on the advising appointment to be deleted. The meeting information pop-up window appears.
Click Delete meeting and confirm in the pop-up. When the pop-up closes, the advising meeting is removed from all calendars and the advisee receives an email notification that the meeting has been cancelled.
Note
General is the default Category. You can change the category to Advising meeting, but the space/place location information will be cleared and replaced with the requester's office as the default location.
Select Create meeting from the calendar drop-down or by clicking a timeslot in the calendar.
Enter the required Subject and optional Description on the Meeting basics page.
Click Save and continue.
Select a Location from the Selected Location field or with the Locations filter.
Choose the date and time from the location's calendar or from the Selected Location/Date & Time section.
Enter the Start and End Date/Time or select the All Day checkbox
Select Save to close the Date and Time pop-up.
Click Create meeting.
Note
If you chose a meeting location that requires scheduling approval before it is reserved:
Your meeting request is sent to the facilities administrator responsible for approving scheduling requests. After it is approved, the meeting is scheduled and the location reserved. If your request is denied, you'll receive a notification message, and you can update your meeting information for another day/time/location.
Until your location is approved, the meeting is not scheduled and appears on your calendar as Awaiting Location Approval.
If you are in a facilities administrator role with calendar administrator privileges, your meeting is automatically approved.
See the Facilities Help for more information about location approval.
Once the advising cycle is published, milestones are added to your and other advisors involved in the cycle's calendar. Advising appointments may be setup and taking place, and changing the milestones would impact far too many people involved in the cycle.
Events and meetings display on the calendar with different color codes to indicate their status.
| Striped shading indicates a day is in the past or unavailable. |
| Light yellow shading indicates the current day. |
| Light pink shading indicates a Google event invitation has not been accepted. |
| Pink shading indicates a Google calendar event. |
| Light blue shading indicates a meeting location is awaiting scheduling approval. |
| Dark blue shading indicates a scheduled meeting (location has been approved, if required). |
| Mustard shading indicates a scheduled advising appointment or advising cycle milestone. |
| Light teal shading indicates an event is awaiting proposal or location approval and is not yet scheduled. |
| Dark teal shading indicates an event is scheduled (location has been approved, if required). |
| Gray shading indicates a class is scheduled during this time period. |
| Brown shading indicates a leave request or deadline within J1 Web Employee. |
| Red shading indicates an event that has a scheduling conflict that needs to be resolved. |
