Resources for Advisors

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This page provides resources and guidance for the University of Oregon advising community.

Contents:


Remote Appointment Workflow with Navigate 

Do you or does your department need assistance with your Navigate scheduling options? Please email Erin McKercher at navigate@uoregon.edu to set up a time to discuss.

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REMOTE APPOINTMENT WORKFLOW

When you're working with a student please ensure you prepare for the appointment as you usually would. We recommend having separate tabs or windows open with Navigate (one on the student's profile page and one on the Upcoming Appointments page), DuckWeb, and the Degree Guide open. Other windows that can be useful depending on your type of appointment are the GPA calculator page, class search, and campus resources. Questions? Email navigate@uoregon.edu.

    PHONE Appointments:  

    1. Student calls, online schedules, or chats to set up a phone appt. They are told that the advisor will call them at the scheduled time on the number provided. Let student know that caller will show as “Unknown" or "No Caller ID" as the number will be hidden.
    2. Advisor uses their personal phone (dial *67 first to block number) to call student at the scheduled time. 


    TEAMS Appointments
    (allows for screensharing; video optional) 

    1. Student calls, online schedules, or chats to set up a TEAMS appointment. They are told to download TEAMS (if they call or chat) and will be emailed instructions (automatically via comments from availability). Student is told that advisor will contact them via TEAMS at the scheduled time.
    2. At the time of the appointment, the advisor searches for student in TEAMS by DUCKID, clicks in message box so that video chat option appears in upper right. 
    3. Advisor initiates video chat by clicking video chat.  
    4. If student does not connect via video, advisor will attempt to reach them via phone following the steps outlined above in PHONE Appointments section.


    ZOOM Appointments
    (allows for screensharing; video optional) 

    1. Student calls, online schedules, or chats to set up an appointment. Appointment scheduled in Navigate. General Zoom meeting link already in advisor's Navigate availability records so that link is on appointment confirmation to student. Instructions tell students to click on Zoom link at the time of the appointment. 
    2. At the time of the appointment, student joins the Zoom meeting. Advisor admits student from waiting room upon confirmation of name and appointment date/time. 
    3. If student does not connect via Zoom, advisor will attempt to reach them via phone following the steps outlined above in PHONE Appointments section. 

    Need help with Zoom? Visit the UO Going Remote website and click on the Zoom links.

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    Advisors: How to Start an Appointment in Navigate / How to Report on an Appointment in Navigate:  For Appointments Scheduled in Navigate
    This flow works if the appointment was scheduled in Navigate. Questions? Email navigate@uoregon.edu.

      1. Before the appointment (can be done after), from your Navigate home, click on Upcoming Appointments tab (will also show Recent Appointments).
      2. Click on the appointment (checkbox) and then go to Action menu > Add Appointment Summary.
      3. When the appointment is done and you’ve made your advising notes, click Save this Report.
      4. NO-SHOW:  If student did not attend the appointment:
        • Uncheck the "Attended" box next to the student's name (in the Appointment Summary), type "No-show" in the notes, and click Save this Report
        • Alternatively, go to Upcoming Appointments, then look in the Recent Appointments section. Select the appointment and then go to Action menu > Mark No-Show.
           


      Advisors: How to Report on an Appointment in Navigate:  For Appointments NOT Scheduled in Navigate

      Please note - if the appointment was scheduled in Navigate, it is important to create the advising report from your Navigate appointment queue on your staff home page. If you simply go to the student's profile and then click Report on Appointment, you will create a duplicate appointment in Navigate and on your Outlook calendar. Please contact Erin McKercher, Advising Technology Specialist, with any questions and/or to clarify. Email navigate@uoregon.edu.

      To add advising notes for a student whose appointment was NOT scheduled in Navigate, follow the steps below before the appointment so that you can take notes directly in Navigate. After doing this a couple of times you will likely realize that this is quick and easy. Most faculty and advisors only need these instructions for the first couple of appointments.

      1. Search for the student's Navigate profile.
      2. Click on the Report on Appointment (gray box to right). This opens a blank Appointment Summary.
      3. Select your care unit (Academic and Career Advising for departmental advisors and faculty).
      4. Select your Location (department).
      5. Select Meeting Type (e.g., Phone/Teams/Zoom).
      6. Select Date of appointment.
         
      7. For lengthier notes, it is a good practice to copy and paste your notes to a blank email or Word doc, just in case your login has timed out, so you don't lose those notes.
         
      8. Fill out the meeting start and end times and click Save this Report.
      9. If student did not attend the appointment:
        • Uncheck the "Attended" box next to the student's name (in the Appointment Summary), type "No-show" in the notes, and click Save this Report.
        • Or, go to Upcoming Appointments, then look in the Recent Appointments section. Select the appointment and then go to Action menu > Mark No-Show.

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      Navigate Drop-in Queue
      Determine your unit's drop-in schedule and make sure advisors' availability records are set up for drop-in.  

      1. Student calls main phone line (which is forwarded to staff member) or Chat (depending on your unit). If drop-in is appropriate, staff adds student to the drop-in queue on Navigate. Staff gives student Zoom link and student joins and is in Waiting Room. 
      2. Advisor "Start[s] Appointment" from the advisor's drop-in queue in Navigate.
      3. Advisor initiates the meeting with student in Teams, or, if using Zoom, advisor will meet student in breakout room. Phone as backup.
      4. Advisor enters notes in Navigate appointment summary and checks out student.

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      Advisor Availability "Special Instructions to Student" Template Text for PHONE or TEAMS Appointments

      1. You can add your unit's website or phone number in the URL / Phone Number field. This is optional.
         
      2. The Special Instructions to Student text along with the link above appear in the appointment confirmation and reminders.

      Thank you for scheduling an advising appointment. All appointments will happen by phone or computer using Microsoft Teams. Please indicate your preference in the Comments before confirming your appointment.

      To meet by Phone: Be sure to enter your phone number. I will call you at the appointment time. Please be aware that the call may display as “Unknown" or "No Caller ID."  

      To meet by Teams: Please download Teams in advance of your appointment. You can find it in the app store on your smartphone. Or visit http://teams.microsoft.com/. For help with Microsoft Teams, please visit the UO help page at https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=69989.

      At the time of your appointment, I will call you via Teams. If we are unable to connect through Teams, I will call you at the phone number you provided. Please be sure to email me with your contact phone number if you did not already include it when scheduling.  

      Please visit https://remote.uoregon.edu/student for more UO information and resources. For UO advising resources, please visit http://advising.uoregon.edu.

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      Advisor Availability "Special Instructions to Student" for ZOOM Appointments

      1. Be sure to add your standard Zoom link to the URL / Phone Number field.
         
      2. The Special Instructions to Student text along with the link above appear in the appointment confirmation and reminders.

      Thank you for scheduling an advising appointment. All appointments will happen by phone or computer using Zoom.

      You may download Zoom in advance of your appointment. You can find it in the app store on your smartphone. Or visit https://zoom.us/. Because you have a UO Zoom account, when logging in to Zoom be sure to choose the SSO button to log in. Then log in with your Duck ID and password, For help with Zoom, please visit the UO Zoom help page at https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=101392.

      At the time of your appointment please click the Zoom link. I will admit you at the time of the meeting. If we are unable to connect by Zoom, I call you at the phone number you provided. Please be sure to email me your contact phone number if you did not already include it when scheduling. Please be aware that the call may display as “Unknown" or "No Caller ID."

      Please visit https://remote.uoregon.edu/student for more UO information and resources. For UO advising resources, please visit http://advising.uoregon.edu.

      Thank you,
      NAME
      TITLE/ETC.

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      Navigate
      Help

      Please reach out with questions! I am available to meet individually or as a group. We can explore any Navigate topics you are interested in and consult on workflow and processes for your unit as well as best practices. 

      Erin McKercher
      Advising Technology Manager
      navigate@uoregon.edu

       

      Additional Resources

      Case Management/Advising Questions
      uoadvising@uoregon.edu

      Navigate Site (bookmark!)
      https://uo.campus.eab.com/

      UO Coronavirus Updates
      https://coronavirus.uoregon.edu/

      UO Working Remotely website
      https://is.uoregon.edu/remote

      Remote Resources for Students
      https://remote.uoregon.edu

      Academics and Classes FAQs (coronavirus)
      https://coronavirus.uoregon.edu/academics#faq

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