Manage Advising Appointments
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.
As you begin to meet with your advisees, you can mark attendance and enter notes that may be helpful when reviewing the student's academic plan, working with their goals, addressing holds, etc.
Tip
Did you know that you can configure select groups of students to have permissions to edit their academic plan in Campus Portal? This can save a lot of time meeting with students. If desired, it can be set up to require the advisor to approve the changes, or not. A System Administrator will need to do the setup. For more information see My Academic Plan Setup and Student Plan Approvals.
Tip
You can update only advising appointments you created.
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.
From your Home page or Advising calendar, click on the advising appointment. The Advising Meeting details pop-up opens.
Click Edit meeting. The Edit Meeting page opens.
Under Attended?, move the advisee to Yes if they came to the appointment or leave as No if they did not make the appointment.
Enter any additional information or reminders from the meeting in the Meeting Notes field. If there aren't notes yet, and you want to create them, click the Create Meeting Note button.
Note
Meeting notes are not visible to the advising student.
Click the Save button. The advisee's attendance is shown on the advisee roster, Registration Clearance block, and it's counted in the Advising Administrator's Advisor Meeting Status block.
From your Home page or Advising calendar, click on the advising appointment. The Advising Meeting details appear.
Click Edit meeting. The Edit Meeting page appears.
Enter any additional information or reminders from the meeting in the Meeting Notes field.
Note
Meeting notes are not visible to the advising student.
Click Save changes. Your notes are added.
Tip
You can delete only appointments you created.
Click the advising meeting on the advising calendar or another calendar.
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.
You need the "Can modify and delete editable notes" permission, which is available in the Communication Management Base role and roles copied from it. Ask your administrator about permissions.